Minutes of Regular Meeting

Elisha D. Smith Public Library Gegan Room
December 28, 2017

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, and Teen Representative Beachkofski.
Absent:     Superintendent of Schools VanderHeyden.
Also Present:     Director Lenz and Administrative Assistant Dreyer.
Public Comment/Communication

Consent Business
Motion made by Franzoi, seconded by Golz to approve the Library Board of Trustees meeting minutes from November 30, 2016.  Motion carried unanimously.

Authorization of Bills
Motion made by Golz, seconded by Wicihowski to authorize payment of the December 2016 bills as presented from the 2016 budget.  Motion carried unanimously.  

Director’s Report/Information Items
1.    November Statistics.  Overall circulation was down except for adult media (DVD’s, CDs and audiobooks).  

2.    2016 Budget Status.  Trustees reviewed the 2016 budget and expenditures to date. Expenditures of some line items, particularly those shared with other city departments, will not be firm for a few months.  Lenz is estimating that we will have some remaining funds.  Motion made by Halverson, seconded by Wicihowski, to encumber any funds left from the city operating budget after the budgetary process has been completed to be sent to the library’s Winnefox Automated Library System (WALS) Technology Account for the replacement of public computers at the library.  Motion carried unanimously.

Beachkofski left at 4:45pm
3.    Endowment Report.  Trustees reviewed the endowment report to date.  

4.    Staff Reports.

  • The Board of Trustees’ new Governance Committee will meet on Tuesday, January 10, at 8:30am.
  • Several Wisconsin library systems are sponsoring a Wild Wisconsin Winter Webinar workshop on January 24-26.  The library will connect to the webinars in the Company E Room.  Trustees are invited to view the webinars on their own or join staff.  Lenz will send out the schedule.
  • A list of the organizations that staff members are involved with in our community was provided.
  • The Children’s Department report on their 2016 fall reading program was discussed.  
  • A library assistant has resigned; a new library assistant will start Jan. 4.
  • January’s artist featured on the art wall is Menasha abstract impressionist Joseph Kobinsky.  A reception will be held on Thursday, January 19, from 5:00 – 7:00pm.  Trustees are invited.
  • Library services and collections added this year were reviewed.  
  • An update to the Strategic Plan was discussed.  This plan ends in 2018; planning for the next planning process will begin this year.

Discussion / Action Items

5.    Wages and Salaries 2017.  

  • Motion made by Halverson, seconded by Crawmer, to approve a 2% cost of living adjustment for all library personnel as of January 1, 2017.  Motion carried unanimously.
  • Motion made by Wicihowski, seconded by Halverson, to approve step increases for all eligible personnel as provided for by policy and recommended by their supervisors.  Motion carried unanimously.

6.    Personnel Policy.  

  • Motion made by Golz, seconded by Wicihowski, to approve the following addition to the Personnel Policy:

          B. SALARIES & WAGES 5.d. Non-exempt employees who are required to work in excess of 40 hours per week shall be compensated or awarded compensatory time at a rate 1.5 times their current rate of pay for overtime    hours worked.  For purposes of calculating overtime, labor law applies except that Holiday, Floating Holiday, and Vacation hours shall be considered time worked.  These hours are subject to approval by a supervisor.  Sick Leave shall not be included in that calculation.
                   Motion carried unanimously.

  • Motion made by Halverson, seconded by Crawmer, to approve the following change in the Personnel Policy B. Salaries & Wages 6.c. to:

          There are 3 additional performance recognition steps, also of 2.5%, which may be awarded to employees who have reached the top of their respective scales, based on performance.  These will not be awarded in consecutive years.  These merit increases shall be awarded only to employees who have exceeded their usual job performance.  Supervisors shall make the case for these merit increases to the library director, who shall decide whether to bring such an increase to the Board of Trustees for approval.
              Motion carried unanimously.  

  • Motion made by Franzoi, seconded by Wicihowski, to approve the addition to the Personnel Policy D. Salaries & Wages 1. F.:

Any compensatory time not used by June 30 and by December 31 of each year shall be paid out at the employee’s current rate of pay in July and January of each year.
                   Motion carried unanimously.  

Motion to adjourn made at 5:29pm by Wicihowski, seconded by Franzoi.  Motion carried unanimously.

Respectfully submitted,
Kathy Dreyer, Recording Secretary