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HomeMy WebLinkAbout08-18-2025 Fairhope Library Board of Trustees Meeting Minutes Minutes of the Fairhope Library Board of Trustees Meeting Monday, August 18, 2025 4:00pm Present: Trustees Randal Wright, Andy Parvin, Debra Langham, Dan Stankoski, Anne Johnson Library Director Rob Gourlay Absent: City Council Liaison Jimmy Conyers The meeting was called to order at 4:02pm by Board Chair Randal Wright. The minutes of the June 16, 2025 meeting were reviewed and approved. The three regular reports: the Monthly Statistical Report, Employee Report and the Financial Statement were reviewed and approved. The Director noted that the Circulation department is fully staffed and the last position in the Teen department has been filled. He also noted that the new Teen space is very popular, with 2.5 times more visits than in the same period last year, that is some 427 teens visiting in June and July. Old Business 1. The proposed Board of Trustees By-laws were read, discussed and approved. The addition to the By-laws as approved is under Section II, (Organization), Number 1 (Membership) and reads: The Friends of the Fairhope Library shall have an ex officio (non-voting) slot on the Board of Trustees. This non-voting member should be the President of the Friends, or his or her appointed representative from the Friends’ Board and attend all regular meetings of the Fairhope Public Library Board of Trustees. 2. Requests for reconsideration: Like a Love Story. Two Trustees read the book and while an award-winning story, and appropriate for older teens, because of sexual references, it was recommended to move to the adult section to be in compliance with state rules. The full Board voted in favor of the move. New Business 1. July APLS meeting: The Library Director and Trustees Chair attended the July Alabama Public Library Service meeting to defend the library’s policies and decisions regarding challenged material and the request the release of the remaining year’s State Aid funds. The APLS chair asked how many other books were to be reviewed and with the response of one more book to review, he indicated a decision on the remaining State Aid would be made after that review and at the next APLS meeting in September. 2. Personnel Policy Review: The Director had a list of Personnel Policies to review and vote on by the Board. The Board unanimously voted to accept the changes recommended by the Director. See attachment for changes. 3. COVID benefits changes: the Board voted to undo the COVID policy that allowed staff to NOT use sick days for COVID. Going forward staff must use regular sick days for a COVID illness. 4. DVD borrowing policy: Some parents have complained that the new ALL ACCESS card for youth does not allow them to borrow DVDs. The policy has been that only adults could borrow DVDs. The Board voted that the ALL ACCESS card for youth could now include DVDs 5. Library Holiday Schedule for FY26: the Board voted to approve the proposed Holiday Schedule for the library and staff. The approved schedule is here: FAIRHOPE PUBLIC LIBRARY 2025 – 2026 HOLIDAYS Veterans’ Day: Tuesday, November 11, 2025 Thanksgiving: Thursday, Friday, Saturday – November 27, 28, 29, 2025 Christmas Holiday: Wednesday, Thursday, Friday, Saturday – December 24, 25, 26, 27 2025 New Year’s Eve & New Year’s Day: Wednesday, December 31, 2025 and Thursday, January 1, 2026 Martin Luther King, Jr. Day: Monday, January 19, 2026 Art & Crafts Festival: Friday, Saturday, March 20, March 21, 2026 Memorial Day: Monday, May 25, 2026 Juneteenth Day: Friday, June 19, 2026 Independence Day: Friday, Saturday, July 3, July 4, 2026 Labor Day: Monday, September 7, 2025 6. FY2026 Budget: The Board reviewed the proposed FY26 budget as drafted by the Director and discussed with the mayor and city treasurer (to be voted on by the city council in September). In spite of modest increases to salaries, the total budget is less than FY25 due to staffing changes. The Board voted to approve the FY26 budget as presented. The meeting ended at 4:49pm. There was no public participation. The Board then went into Executive Session. Personnel Policy Changes August 2025 Section Change 2.03 The Department Heads Supervisors, or any other Library representative, have no authority to take any adverse action against an employee, including dismissal, demotion, or reducing the employee’s work hours, benefits or pay, because the employee refuses to submit to sexual advances or any other form of sexual harassment 2.04 Applicants for regular, full-time positions must be at least eighteen (18) years old and must have completed Undergraduate education, or posses equivalent library experience. 3.06 smoking within 25 ft (just changing signs, not policy) 6.03 workers comp. clarification 7.04 Sick Leave Regular Part-time 25 hours per week & employed for nine six months – 2 working days per quarter for a total of 8 days per year 20 hours or more per week & employed for nine six months – 1.5 working days per quarter for a total of 6 days per year. 7.04 New addition: If an employee has previously scheduled vacation time with their supervisor as vacation it may not be switched to sick days while on leave. 9.03 An regular full-time employee may review the decision to impose a dismissal by filing a post-disciplinary “grievance” under this Grievance Procedure