Lebanon Public Library Board of Trustees Meeting Monday, December 14, 2015

Lebanon Public Library Board of Trustees Meeting

Monday, December 14, 2015

Board members in attendance:  Linda Cappello, Crystal Catchings, Julie Ford, Paula Gross, Sy Korte, Melissa Tinzmann, and Miranda Wright-Kauffmann.  Kelly Wilhelm, Librarian, attended the meeting.  Luanne Holper and Lacy Mesarchik were not present.  No guests were present at the start of the meeting.

  1. Call to Order and Roll Call

The meeting was called to order at 7:08 p.m. by Miranda Wright-Kauffmann.

  1. Welcome Guests and Opportunity for Public Comment

No guests were present at the start of the meeting.

  1. President’s Report

No verbal report was necessary.

  1. Recording Secretary’s Report

Minutes of November 2015 board of trustees meeting – Motion made by Sy Korte, seconded by Paula Gross, to approve the November 2015 board meeting minutes as presented.  Motion approved.

  1. Corresponding Secretary’s Report

Paula Gross reported that thank you cards were sent to Splash City, Mrs. Whitley, and Mrs. Anderson.

  1. Treasurer’s Report

There still has been no back PPRT payment received from the city.

The November 2015 bills were presented.  Motion made by Melissa Tinzmann, seconded by Crystal Catchings, to pay the November 2015 bills as amended.  Everyone voted affirmatively via voice vote – motion approved.

Russ Stroot, guest, joined the meeting.  He indicated he wanted to make himself available to us in case we had any questions after his presentation last month.

  1. Director’s Report

Throughout the month of November, we have had a total of 586 participants in our new passive programming.

Once the fire department vacates the building, we might be able to share some storage space with the city in the former firehouse area.

Kelly is planning on taking a vacation in January.  Motion made by Melissa Tinzmann, seconded by Linda Cappello, to approve Kelly’s vacation time as requested.  Motion approved.

8. Old Business

a. Alternate library locations/space – Tabled.

b. Policy manual addition – part-time employee leave earning policy – a draft policy was presented and discussed. Motion made by Sy Korte, seconded by Linda Cappello, to accept the leave earning policy as amended, effective January 1, 2016.  Motion approved.If we were to give our employees a pay increase, this would “buy out” our current employee’s accrued leave.  Calculations were made to determine a fair dollar amount that would be equivalent to the paid leave an employee would earn in a year.  Motion made by Melissa Tinzmann, seconded by Linda Cappello, to offer a one-time 16 cent per hour raise for those employed under nine years, and a one-time 23 cent per hour raise for those employed nine years and up.  Moving forward, this raise replaces the former leave accrual schedule earned under the old policy manual.  Everyone voted affirmatively via voice vote – motion approved.

c. Land options for library – Russ Stroot reiterated what he presented at last month’s meeting. We reviewed the maps and continued our discussion about what might work best for a future library.  Tabled pending research.

9. New Business

a.  Policy manual addition – minor policy change (controversial materials/library card replacement fee) – Our existing policy has several minor formatting and editorial changes which could be made. Motion made by Paula Gross, seconded by Crystal Catchings, to approve the policy changes to the “controversial materials” section as presented. Motion approved.  Motion made by Sy Korte, seconded by Linda Cappello, to approve the policy changes to the “library card replacement fee” as presented.  Motion approved.

b. Policy manual revision – amending the policy manual (procedure). Tabled until next month.

c. Policy manual revision – board member vacancies. Tabled until next month.

d. Policy manual revision – change of renewal term from one year to two years – Kelly reported that many libraries are changing their library card renewal term for residents to every two years. Motion made by Linda Cappello, seconded by Sy Korte, to change our renewal terms as follows:  All library cards are to be renewed once every two years (except for paid non-resident cards, which are to be renewed annually).  Motion approved.

e. Policy manual revision – grace period change from 0 to 2 days – No action was taken on this proposal.

f. Policy manual changes – max fine per items of $3.00 per item – We currently bill a processing fee, fine, and the cost of any lost item. For items which are ultimately returned in a usable condition, it isn’t necessary to collect a replacement cost of the returned item.  Additionally, it is difficult for our employees to quickly or easily calculate these costs.  It would be easier to collect money from a patron if the maximum amount of these items was capped at a specific dollar amount.  Other libraries use a $3 cap.  Motion made by Julie Ford, seconded by Sy Korte to charge a maximum fine of $3 per item.  Motion approved.

g. Policy manual changes – Leave earning policy – discussed earlier during the meeting.

h. Copier service contract – Tabled.

i. Library expansion discussion – Storage space? – discussed earlier during the meeting.

j. Becoming a district – steps required to start the process – discussed earlier during the meeting, no action to be taken at this time.

k. Review of library code specific to per capita grant – Tabled.

10. Adjournment

Motion to adjourn made by Linda Cappello, seconded by Sy Korte.  Meeting adjourned by Miranda Wright-Kauffmann at 8:57 p.m.

 

Copies of paper reports referenced above are available upon request.

 

Respectfully submitted,

 

Melissa Tinzmann

Recording Secretary