Minutes of the Board of Trustees

Wednesday, May 11th 2016

Approved on Friday, June 10th 2016

May 11, 2016

Minutes of the Board of Trustees

Twin Falls Public Library

 

The regular meeting of the Board of Trustees was held on Wednesday, May 11, 2016 in the Library’s Board Room.  Attending the meeting were Trustees Ben Cluff, Margaret Peck, Kyle Tarbett, John Vanenglen and Chris Vaage; Library Director Tara Bartley; City Council Liaison Suzanne Hawkins was not present; Library Staff Member Wanda Harris; Library Staff Member Kathleen Lambert; Library Volunteer BJ Markola.  

 

Chairman Ben Cluff called the meeting to order at 4:31 p.m.

 

Volunteer BJ Markola was acknowledged for 1,000 hours of service. Kathleen Lambert presented her with a Certificate for appreciation and a gift. Kathleen shared that BJ has been a volunteer for 4 years, she is at the library weekly helping with multiple tasks and is very much appreciated. Chairman Ben Cluff thanked her for her volunteer work.

 

The Trustees MSC approval of May 11, 2016 agenda with change.

 Added Bookmobile discussion to agenda. 

The Trustees MSC the approval of the April 13, 2016 minutes.

The Trustees MSC the approval of the May 2016 bills. Roll call vote taken. Approved.

 

Financial and Statistical report review. Discussion.

Educational and Training Fees, under spent. Discussed many expenses will be at end of summer for scheduled training events. Discussion of Microforms overspent due to  replacement of damaged items. Will be discontinuing replacements going forward. Discussion of LYNX! line item. This is overspent due to quarterly payment for 2014-2015 fiscal year being paid in 2016. Discussed grant opportunities. The Library does not have a dedicated person looking for grants.  The ALA communicates available grants to libraries.

 Motion to approve. Roll call vote taken. Approved.

Communications & Correspondence

Communications/Correspondence:

The Library will be closed Memorial Day.

During Western Days event, the Library will be participating in the parade with the Bookmobile. The board was invited to attend.

The Library received a donation of annuals from Moss’s Greenhouse. Planting will happen on May 17th at 2pm. The board is invited to participate.

The new Library Website will launch June 11th.

Magic Valley Times News had a front page article on local libraries, highlighting TFPL.

 

 

City Council

No report

Library Foundation

Foundation Liaison report: (Chris Vaage)

The Foundation had a going away party for Lisa Donnelly, who has left the Foundation board.

Presented new policies on Hot Spots and 3D printer.  Members questioned the Hot Spots, had a discussion on an article regarding internet access for low income areas.  They were excited about the availability of the 3D printer for public use.

Finance & Budgeting

No report

Building & Grounds

No report

Planning & Public Relations

No report

Operations & Personnel

No report

Business Issues

Business Issues:

Personnel policy, specifically Vacation benefit. Recommending change. Current policy, full-time employees are allowed to accrue up to 160 hours maximum. Past practices have been to allow an employee to keep an accumulated 160 and allow them to accrue an additional 160 hours. With the Quickbooks Payroll software program, it has been set up to allow only the maximum of 160 hours without additional accumulation beyond that. This has caused some confusion to some employees. A change and clarification with a new policy is recommended.  Recommending a policy to change from monthly accrual to vacation awarded at anniversary date. If they do not use vacation, a limited amount is allowed to carry over.  Unused vacation hours would no longer go into sick leave.  A copy of the new written policy was presented to the board, including wording that applies to Director position.  An additional change would be to award vacation days at 6 months of employment.  The board had questions regarding current employee reactions to new policy, and what would be awarded if employee resigned.  An attorney from the Idaho Counties Risk Management Program was consulted regarding the new policy. He recommended an award of payment of unused awarded vacation. The board requested that examples of how an employee is awarded vacation be included. Board tabled taking action on new policy so that a more clear version be presented at next meeting. Copies of the updated version of the new policy with examples will be sent to board members prior to that meeting.

Library Staff

No report

Library Director

Library Director Report:  

Submitted budget to City. They have a meeting scheduled May 23 to review. After that meeting, they may have another meeting to make adjustments if needed. That meeting may be on June 2. Tara will not be here, if needed the Library will have Wanda and Erica attend, and we will ask a board member to attend as well. Kyle volunteered to go if needed.

The ILS update will be in 2 weeks. We have stopped ordering new items. May 19th to 25th, we will be using an offline system. We will be able to check out, check in and add patrons during off time. The Library will not be able to place holds or take fines at that time. We are communicating all of this to our patrons.

 

Hot Spots launched April 25th. All 15 have checked out and we have 30 holds to date.

 

ICFL will come to our next board meeting, to explain requirements of trustees.

 

Youth Services has been shifting items to create space. We will begin this in Adult Services soon. There have been very positive responses. After making changes, it looks more welcoming and there is a better flow to the space.  We are also adding 4 computer stations to the Teen space.

 

There was a meeting with the City regarding search warrant procedures. In regards to a previous incident, the library did the right thing in requiring warrant before giving information.  We are working on patron privacy policy.

 

Bookmobile

Our biggest success with the Bookmobile right now is in Daycares and Retirement facilities. Our Outreach Librarian is working on finding more people and places to develop programs for.  The summer schedule is similar to the previous winter schedule, with several stops not being open to the public for browsing. 

Public Comment

No report

Additional Comments

Ben Cluff announced the next regular meeting is June 15 th, 2016 due to Tara’s absence and adjourned the meeting at 6:00pm.

                       

Respectfully submitted,

Wanda Harris, Sec. Pro. Tem

*sent to and reviewed by John Van Engelen, Secretary