MINUTES OF REGULAR MEETING
ELISHA D. SMITH PUBLIC LIBRARY TRUSTEES
May 15, 2008
Call to order at 4:31 p.m. by President Fuchs
Present: Eckstein, Eisen, Englebert, Enos, Fuchs, Werley
Absent: Foth, Stanke
Also present: Director Saecker, J. Bongers (Head of Adult & Technical Services), K. Seefeldt (Administrative Assistant), Jeff Gilderson-Duwe (Director of Winnefox Library System and Oshkosh Public Library)
Public Comment
Jeff Gilderson-Duwe, Director of Winnefox Library System and Oshkosh Public Library, introduced himself to the Board. He was aware that the Board had noted on their annual report to the State that Winnefox Library System failed to provide effective leadership and adequately meet the needs of our Library. His purpose in attending this meeting was to discuss the Board's reasons for this. President Fuchs clarified that our Board felt that it was not in the best interest of our library to have one individual serving the dual role of director of the library system and the Oshkosh Public Library. Gilderson-Duwe noted that this issue was addressed and resolved by the Winnefox Board prior to his being hired to fill the dual position. He also noted that an independent study of the library system was conducted last year that included questions pertaining to this issue. The majority of member libraries responded that this was no longer a concern. If this continues to be a concern for our Board, he recommended that they address the issue at a Winnefox Library System Board meeting.
Sue Werley joined the meeting at 4:39 p.m.
There was a consensus from the Board to survey other member libraries to see if they support a change in the organizational structure of the dual directorship position.
Authorization of Bills
1. Motion to authorize payment of the May list of bills from the 2008 budget by Eisen, seconded by Englebert and carried unanimously.
Consent Business
2. Approve minutes from the Library Board meeting of April 17, 2008.
Motion
Motion to approve the minutes from the Library Board meeting of April 17, 2008 by Werley, seconded by Eckstein, and carried unanimously.
Director's Report/Information Items
3. Statistics. Statistics continue to be outstanding. April lending was up 22.7% overall from last year. Adult book circulation was up 16.8%, while children's books had an increase of 45.2%. The 1000 Books Before Kindergarten program continues to have a significant impact on circulation, as well as our on-going efforts to provide creative programming that appeals to the interests of the community.
4. Donations. $25.00 was donated in memory of Tom Ropella for children's materials. East Central WI Regional Planning Commission donated $50 for use of our meeting rooms during their recent relocation. Menasha-Neenah Homemakers, who have held meetings here for many years, are disbanding. They donated $100 in appreciation for use of our meeting rooms.
5. Investments. In May we reinvested three $5,000 CDs. Investment terms were staggered to give us flexibility if we need to have access to the funds.
6. Fox Cities Book Festival. The Book Festival exceeded all expectations. Director Saecker hopes to bring larger name authors to Menasha for the Festival in 2009.
7. Fox Cities Reads. The 2008 Fox Cities Reads concluded on a successful note on April 17th and 18th. Planning is already under way for the 2009 Fox Cities Reads.
8. COLAND Visioning Summit. Director Saecker recently attended the 2008 WI Council on Library and Network Development Strategic Visioning Summit. She expects to implement many ideas from the summit in coming years.
9. Staff Surveys. Director Saecker summarized the results obtained from a recent staff survey. Areas of concern were identified. The issue of staff morale was addressed. Director Saecker noted that a Staff Recognition Committee had recently been formed. It will be the responsibility of that committee to make recommendations to the Board on meaningful ways to recognize staff achievements. Discussion ensued.
10. Library Presentation. At a recent staff meeting, Director Saecker reviewed statistical summary results which showed that our library compared very favorably to other public libraries in the state. We excel over most of the libraries in terms of circulation per capita, hours open per week, material expenditures per capita, and collection size.
11. Trustee Essentials. This publication is produced by the Department of Public Instruction specifically for Library Board trustees. Copies of this document were issued to our Library Board members. Director Saecker will begin reviewing chapters of the document with our Board at their June meeting. Issues routinely faced by Library Boards will be discussed.
Discussion/Action Items
12. Library Board Term Limits. According to State statutes, we are not allowed as a library to have policies that limit the number of terms that a Library Board Trustee may serve. Only the Mayor or other appointing board, such as the County, may determine a limit for the number of terms served. The City of Menasha has not set term limits for any boards or commissions, therefore Director Saecker recommended that we revise our library policy to reflect this change.
Motion
Motion to amend Chapter VI, 3c to read Members serve terms of three years on a staggered basis. Partial terms of less than three years resulting from mid-term appointments shall count as a full term by Eisen, seconded by Werley, and carried unanimously.
13. Department Head Exemption Letters. To legally declare our department head positions as exempt, the Board must provide a letter to the City explaining how the positions fit into exempt laws. Director Saecker recommended that they cite Administrative Exemption, which includes 1) The employee must be compensated on a salary or fee basis (as defined in the regulations) at a rate not less than $455 per week; 2) The employee's primary duty must be the performance of office or non-manual work directly related to the management or general business operations of the employer or the employer's customers; and 3) The employee's primary duty includes the exercise of discretion and independent judgment with respect to matters of significance.
Motion
Motion to cite Administrative Exemption as presented when declaring Department Head positions status as exempt to the City and the Department Heads by Werley, seconded by Enos, and carried unanimously.
14. Media Rating Policy Draft. In response to recent public comment, Director Saecker recommended adding language to existing library policies to restrict materials according to rating and patron age.
Motion
Motion to add Patrons 17 or younger are prohibited from checking out R-rated movies, music CDs with parental advisory labels, or M-rated video games by Englebert, seconded by Enos, and carried unanimously.
Werley asked that the Director contact the patron personally who requested that the Board consider this policy change to update her on the Board's decision. She also recommended that the information be included in our Library newsletter.
Adjournment
Motion to adjourn the meeting at 5:30 p.m. by Werley, seconded by Englebert, and carried unanimously.
Future meeting dates
The next regular board meeting will be held in the Gegan Room on Thursday, June 19, 2008 at 4:30 p.m.
Respectfully submitted,
Kris Seefeldt, recording secretary
