Meeting Minutes
Board Members Present: Mary Burchill, Ron Hurst, Terry Leibold, Craig Penzler, Jeff Shmalberg
Board Members Not Present: Jill Fincher, John Nalbandian
Staff Present: Carole Dibben, Bruce Flanders, Tricia Karlin, Sherri Turner
Guests Present: Mary Michener (League of Women Voters), Ellen Miller, Megan Schoeck (Friends of the Lawrence Public Library Board of Directors)
Terry called the meeting to order at 4:43 p.m.
There were no public comments.
The minutes of the May 16, 2005 Library Board meeting were reviewed. Craig moved to approve the minutes. Mary seconded the motion, which carried by voice vote.
The May staff meeting minutes were reviewed.
Financial and Statistical Report: Bruce reviewed the financial and statistical report. It was reported that expenditures are within budget. Revenues to date indicate that interest income and overdue fine income earned this year will be in excess of the amount budgeted. The financial report indicates continued good management of the library’s financial resources. Bruce highlighted the 10% year-to-date increase in total circulation of library materials. He also noted that the library’s collections have now exceeded 300,000 volumes. This increased collection size will place new strains on an already crowded library building. As the collection size grows, so will weeding of old and damaged materials. Increased weeding will impose new burdens on the Friends of the Library, which receives all weeded materials for placement in the Friends book sales.
Library Programs, Events, Exhibits and Displays: Bruce highlighted three items from this report. The June 4 Family Festival was a very popular kickoff program for the summer reading program. The library will again participate in the “Civil War on the Western Frontier” with several programs in August. A childhood classics book reading group will meet in November.
Statistical Reports and Charts: Bruce is developing new statistical reports that will use charts to better illustrate trends in several important library performance indicators. The first of these charts will be made available to the Library Board soon.
Progress Report – Moving Fiction Collection Upstairs: Bruce has started work on the project to shift the adult fiction collection upstairs. As a first step, adult non-fiction 900s have been shifted. These items will go downstairs, and the adult fiction and genre collections will move upstairs to the shelves currently occupied by the 900s. Bruce is also working to move other collections, including the auto repair manuals and the oversize books, in preparation for the major move of the fiction and 900s collections. Bruce advocates that the library outsource the most significant parts of the move; he will be collecting quotes from moving firms.
ADA Compliance Review: It has been a few years since the library building has been reviewed for Americans with Disabilities Act (ADA) compliance, so Bruce invited Shannon Roy, Kansas State Library, to conduct a review, which she did on June 7th. Ms. Roy will compile the results of that review in a written report that she will mail to Library Board members. It appears that the report will note that improved signage and lighting would be appropriate. The report will probably also cite the crowded conditions found in the current library facility.
Library HVAC System Repairs: Bruce reported that some heating, ventilation and air condition (HVAC) system repairs are urgently needed. These repairs will be made as soon as possible.
Online Catalog and Circulation System Upgrade: A group of library staff members has met with the library’s online catalog and circulation system vendor, Sirsi, about upgrading the library’s system, which is almost 10 years old. The upgrade would involve both hardware and software, and would introduce new system functionality and reliability. Sirsi representatives will be on-site in July to provide a full-day demo of the new system and answer any questions. Bruce will present a funding request to the Library Board later this year. The library’s Capital Improvement Fund can be used support this needed upgrade.
Consent Agenda Meeting Format: Bruce noted that he learned from Ron that the speaker at the recent Douglas County Community Foundation-sponsored event, “Expectations of the 21st Century Nonprofit Board,” recommended that boards adopt the use of a consent agenda format for the formal approval of all routine items. This practice tends to make meetings more efficient. Bruce noted that for us, the consent agenda could incorporate: (1) approval of minutes of the previous Board meeting, (2) a review of the previous month’s staff meeting minutes, (3) a review of upcoming events/displays/exhibits at the library, (4) the monthly treasurer’s report, (5) the monthly statistical report, and (6) the approval of bills. If a budget or statistical item was worthy of particular mention and discussion, it could be specifically mentioned elsewhere in the Library Board meeting. Bruce proposed a three-month trial of the consent agenda format, starting in July, and with a review in September. Jeff moved for adoption of this trial use of the consent agenda. Ron seconded the motion, which carried by voice vote.
Revise Section 311, Employee Handbook: Bruce noted that this section of the library’s policies should be updated to address personal use of library staff computers. Bruce presented a draft proposed revision based largely upon the City of Lawrence policy. He also recommended that the library’s Electronic Mail and Internet Policy be revised to reference the expanded policy in the Employee Handbook. Craig moved to adopt the revisions as presented. Mary seconded the motion, which carried by voice vote.
Revise Section 373, Employee Handbook: Bruce noted that the current version of the library’s political activity policy appears to be overly restrictive. He worked with a local attorney on a rewording of this policy, as well as a new section on library board member political activity for incorporation into the Board Bylaws. Ron asked if the revised draft policy would prevent library staff from advocating for the expanded library when it appears as a ballot measure. It was suggested that exceptions to the policy could be made with Library Board approval. Craig moved that the Employee Handbook revision be adopted, as further revised in discussion at this meeting. Ron seconded the motion, which carried by voice vote. The Bylaws amendment cannot be made until a subsequent meeting. Bruce will include this issue on the July Library Board agenda for action at that time.
Summer Break: The Library Board frequently schedules a month without meetings during the summertime, but does not plan to do so this year in light of the upcoming library expansion project activities.
Approval of Bills
Mary moved to approve the bills in the amount of $79,642.99. Craig seconded the motion and it carried by voice vote.
The meeting adjourned at 5:25pm.
Respectfully submitted,
Bruce Flanders
Approved _________________________________________________
Date
Secretary _________________________________________________
Jill Fincher
Chair _____________________________________________________
Terry Leibold
Director ___________________________________________________
Bruce Flanders