June 15, 2016
Minutes of the Board of Trustees
Twin Falls Public Library
The regular meeting of the Board of Trustees was held on Wednesday, June 15, 2016 in the Library’s Board Room. Attending the meeting were Trustees Margaret Peck, Kyle Tarbett and John Vanenglen; Library Director Tara Bartley; City Council Liaison Suzanne Hawkins; Library Staff Member Wanda Harris; Library Staff Members Jennifer Hill and Katelyn Volle; ICFL Consultant Kevin Tomlinson; Trustees Ben Cluff and Chris Vaage were not present.
Acting Chairman Margaret Peck called the meeting to order at 4:30 p.m.
Introductions were made of Kevin Tomlinson, Jennifer Hill and Katelyn Volle.
The Trustees MSC approval of June 15, 2016 agenda.
Jennifer Hill, 10 year anniversary recognition.Tara shared that Jennifer has been with the Library since 2006, has been a Reference Librarian and finished her MLS in 2008. Jennifer works well with the public and has been active in numerous organizations. Her goals are to spend more time in the Idaho Room. The Library will purchase a book in her honor.
Idaho Commission For Libraries Presentation (Kevin Tomlinson)
ICFL, formerly the Idaho State Library, changed its mission to Library Development. It gives Idaho Libraries the tools to do their jobs, different libraries need different things. Kevin presented a list of services and programs provided to Idaho Libraries. A large portion of ICFL budget supports early literacy. There is also ERATE program support and the collection of annual library statistics. The “Let’s Talk About It” program, to bring scholars into libraries for discussion purposes and LiLI Services for data base and resource sharing are included in what ICFL provides. Library Services and Technology Grants are used to offer different programs. Read To Me programs, early literacy and providing books and information to communities is another part of what ICFL does. Kevin provided handouts regarding roles and responsibilities of the ICFL, as well as copies of Idaho Library Laws. The roles of the Library Director and Board were provided in a separate handout. Kevin emphasized that cooperation is key. The Director is hired to manage and run the library, administering policy. The trustees responsibility is governance, finance and community relations. Boards should not run libraries, they should just ensure they run properly. Boards don’t manage libraries, that is what you hire the Director for. The ICFL can also help determine when it may be time to expand or build a new branch. Tara indicated that she often reaches out to ICFL with questions. ICFL also does trustee trainings at request.
The Trustees MSC the approval of the May 11, 2016 minutes.
The Trustees MSC the approval of the May 2016 bills. Roll call vote taken. Approved.
The Library will be closed Independence Day, Monday, July 4th.
Summer reading programs began, children’s numbers are slightly higher so far. There has been a separation of the pre-school, elementary and teens, who all have different programs. It is working well, and there has been a positive response. The Adult program is seeing new faces and new programs, such as the History Walk. There was also a Knitting class for the first time.
Flowers were planted in the beds, donated by Moss’s Greenhouse. There was a letter to the editor thanking them.
The Library launched the new website. It is very user friendly. We will see public response going forward. It launched last Saturday.
City Council Liaison report (Suzanne Hawkins):
Getting ready for Paint Magic. There is a lot going on in the city now, it is a busy time.
Foundation Liaison report: (Chris Vaage)
Chris was absent. Tara shared that the Library received the budget from the Foundation, $47,500 is allocated for books and materials. Last year the budget was $46,987. It is spread out throughout the year, allotted quarterly.
Vacation Leave, revised policy. Last month, the board asked for clarification on a recommended revision to vacation and sick policy. The drafted policy was revised again and sent out in email to board members. A recommendation was to change the wording of part-time with benefits employees. That wording is from the body of the personnel policy, which defines who received benefits.
Changed from the original draft, employees at 6 months would earn 5 days of vacation. The Library Director language was discussed. The recommendation was to leave it in. Another discussion point was in regards to the accrual of sick leave and to clarify the wording of the employee leaving before full accrual. There were questions on vacation regarding awarding versus accrual process. Recommendation from board is to do further comparison on what is being offered at TFPL against other city entities and other libraries in Idaho. Look at best practice, consult attorney with vacation payout at resignation. Action is tabled until further review. Motion approved.
Deed of Gift acceptance. Foundation finished budget year, $46,987 was spent on books and materials. $49,919 total with additional purchases.
Pitney Bowes Lease cancelation. January of 2015, a new five year lease agreement was signed with Pitney Bowes. The cost went from $298 a quarter to $398 a month. We have been communicating with Pitney Bowes for the last year to resolve this issue. We received word that we can cancel this lease by providing a letter of instruction from the board telling Pitney Bowes to cancel this immediately. Motion approved. Letter of Instruction was presented to board for signatures.
Library Staff Report:
Katelyn Volle is the TFPL Outreach Librarian, and began working here in October. Katie is originally from Twin Falls and has an MLS degree. There is a lot of opportunities for Outreach services in Twin Falls and can strengthen ties to the local community. Katie discussed how she has reached out to the Refugee Center at CSI and will be going to Refugee Day events, making the community aware of TFPL resources. 3D models created by the library will be used in educator kits, and had examples to show the board. She is also working on Senior Programming, going into assisted living locations, including the use of memory kits.
Library Director Report:
Launched ILS, it is up and running. Patrons are responding well.
Teen Room update: Will add 8 new computers, and 11 desks to be created. Should be up next month. Had a Staff Meeting with the Idaho State Insurance representative on workplace safety.
Margaret announced the next regular meeting is July 13 th, 2016 and adjourned the meeting at 6:45pm.
Wanda Harris, Sec. Pro. Tem
*sent to and reviewed by John Van Engelen, Secretary