Minutes of Regular Meeting
ELISHA D. SMITH PUBLIC LIBRARY TRUSTEES
Elisha D. Smith Public Library Gegan Room
November 30, 2016
Called to order at 4:00pm by Chairman Englebert
Present: Chairman Englebert, Vice Chairman Golz, Secretary Wicihowski, Trustee Crawmer, Winnebago County Representative Franzoi, Trustee Halverson, Superintendent of Schools VanderHeyden, and Teen Representative Beachkofski.
Absent: None.
Also Present: Director Lenz, Adult Services Supervisor Bongers, Support Services Supervisor Brandt, Young Adult and Media Librarian Moore-Nokes, City of Menasha Human Resources Coordinator Huber, and Administrative Assistant Dreyer.
Public Comment/Communication
None
Consent Business
Motion made by Franzoi, seconded by VanderHeyden to approve the Library Board of Trustees meeting minutes from October 26, 2016. Motion carried unanimously.
Motion made by Halverson, seconded by Wicihowski to accept the Investment Committee meeting minutes of October 26, 2016. Motion carried unanimously.
Motion made by Wicihowski, seconded by Golz to accept the Governance Task Force meeting minutes of November 15, 2016. Motion carried unanimously.
Amend Agenda
Motion made by Franzoi, seconded by Wicihowski, to amend today’s agenda to consider a library staff member’s request for unpaid leave. Motion carried unanimously.
Adjourn into Closed Session
Motion made by VanderHeyden, seconded by Franzoi to adjourn into closed session to discuss the unpaid leave request. Roll call vote: all board members voted in favor, none opposed. Beachkofski, Bongers, Brandt and Moore-Nokes left the meeting at 4:07pm.
Adjourn into Open Session
Motion made by Wicihowski to adjourn into open session, seconded by VanderHeyden. Roll call vote: all board members voted in favor, none opposed. Beachkofski, Bongers, Brandt and Moore-Nokes re-entered and Huber left the meeting at 4:15pm. Brandt left the meeting at 4:22pm.
Unpaid Leave Request
No action was taken.
Authorization of Bills
Motion made by Golz, seconded by Wicihowski to authorize payment of the November 2016 bills as presented from the 2016 budget. Motion carried unanimously.
Director’s Report/Information Items
1. October Statistics. Circulation of physical materials was up 1.5% for October, compared to last year. Circulation of adult and teen materials was up 7.4%; circulation of children’s materials was down 6.1%. Community use of library meeting rooms is up 19% so far this year.
2. 2016 Budget Status. Trustees reviewed the 2016 budget and expenditures to date.
3. Endowment Report. Franzoi has secured grants for educational technology for children from Faith Technologies, J. P. Morgan Chase, and McClone.
4. Staff Reports
· The supervisors have been asked to come up with creative new ideas for the library and our community.
· City of Menasha Administrative Services Director Peggy Steeno has submitted her resignation.
· The Winnebago County 2017 budget has been approved including the amount requested by the Winnefox Library System for our library.
· Winnefox has launched our new catalog.
· A magazine shelving unit has been taken down. The CD’s have been moved to make room for more audiobooks and DVD’s in the media section.
· Ten chairs will be re-upholstered.
· A countertop has been installed in the Teen Zone; it will hold Chromebooks for that area.
· We are planning on moving the soda machine from across the Gegan Room to the lobby.
· A flat screen has been hung on the left side of the entrance to the library to promote library programs and services.
· In November, we collected about $700 more than usual Food for Fines; it was donated to the Double Portions Soup Kitchen.
· The new door counters are installed. SenSource is working on calibrating them.
· John Nebel and Ana Maria Acosta have been working on bringing art events to the library. On December 3, artist Leif Larson will spend the day painting at the library.
· Wisconsin’s Public Library System Re-Design project (PLSR) is moving forward. Their goal is to determine if library system services should be more statewide or regional.
· Library Legislative Day will be held on Tuesday, February 21, in Madison.
· The consensus was to hold our next meeting on December 28.
· Moore-Nokes thanked the Board of Trustees for sending him to the YALSA Conference in Pittsburgh. He attended sessions that focused on marketing and how to reach young adults, non-traditional career paths and Maker Boxes.
· We are purchasing equipment for a Digital Media Conversation Lab to convert VHS, photos, negatives and slides to digital formats.
· Moore-Nokes demonstrated Hoopla, a vendor of ebooks, comics, music, movies and audiobooks. Users would need a library card and pin number to use this service, and they would be limited to a given number of checkouts each month. Hoopla requires a deposit of funds that are spent down as the service is used. Motion made by Franzoi, seconded by Wicihowski to approve funding for Hoopla in the 2016 budget. Motion carried unanimously.
· Library staff has adopted a family for Christmas.
· Please RSVP to the staff Christmas luncheon on December 21.
Discussion / Action Items
5. Personnel Policy.
These changes to the Personnel Policy are recommended. They are up for discussion at this meeting only.
· Consider counting holiday, vacation and floating holiday hours as time worked for considering overtime, to make this consistent with city policy. For next month’s meeting, Franzoi requested staff to review the last quarter to get a snapshot of how much this would cost.
· Pay out compensatory time twice a year, to pay out comp time at the same rate of pay that it is earned, to conform with WRS policies.
· Award merit increases to staff who have reached the top of their pay scale only for work above expectations and approved by the director.
6. Governance Committee Proposal.
The Board Governance Task Force is recommending adding a Governance Committee to replace the Nominating Committee. The work of this committee will focus on determining trustees’ roles and responsibilities, board composition, trustee orientation/knowledge, board effectiveness, and leadership. This committee would consist of the Chairman of the Board, Vice Chairman, Secretary and one additional Trustee. Motion made by Franzoi, seconded by Halverson to approve forming a Governance Committee. Motion carried unanimously.
7. 2016/2017 Library Budgets.
The Common Council passed the city’s 2017 budget on Monday, November 21. The library’s budget passed as presented to the council by the mayor.
Adjourn into Closed Session
Motion made by Franzoi, seconded by VanderHeyden to adjourn into closed session to discuss the director’s annual review citing §19.85(c), Wis. Stats., (Considering employment, promotion, compensation or performance evaluation data of any public employee over which the governmental body has jurisdiction or exercises responsibility.) Roll call vote: all board members voted in favor, none opposed. Beachkofski, Dreyer and Lenz left the meeting at 5:30pm.
Adjourn into Open Session
Motion made by VanderHeyden to adjourn into open session, seconded by Golz. Roll call vote: all board members voted in favor, none opposed. Beachkofski, Dreyer and Lenz returned to the meeting at 5:54pm.
8. 2017 Director’s Salary. Motion made by Halverson to increase the Director’s annual salary by $2,000 effective
January 1, 2017, seconded by Franzoi. Motion carried unanimously.
Adjournment
Motion to adjourn made at 5:56pm by Golz, seconded by Halverson. Motion carried unanimously.
Respectfully submitted,
Kathy Dreyer, Recording Secretary
