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VILLAGE OF MENOMONEE FALLS

NOTICE OF PUBLIC MEETING
www.menomonee-falls.org

BUDGET / PERSONNEL COMMITTEE OF THE BOARD OF TRUSTEES
OF THE MENOMONEE FALLS PUBLIC LIBRARY
Library Board Room
W156N8436 Pilgrim Road, Menomonee Falls, WI
Wednesday, November 9, 2016, 5:15 PM

Present: Janet Dake, Paul Tadda, Stephen Roberts
Staff Present: Karol Kennedy, Director; Ellen Rohr, Business Manager


1.		Call to Order by Chairperson Dake at 5:15 PM in the Library Board Room.

2.		Motion by Paul Tadda, Second by Janet Dake to approve minutes of previous meeting, August 31, 2016. Approved

3.		New Business - Items for Discussion/Action/Possible Approval

	a.	Review of Evaluation Tools - The members discussed the evaluation forms that were previously distributed by Kennedy. After some discussion, Kennedy was asked her preferred format. After further discussion the preferred format was selected. There was agreement that the questions should not be too granular for the board to be asking. Questions should be higher level questions. It was suggested that a service such as Survey Monkey be used for the evaluation process. The results could then remain anonymous. There was agreement that the director should also be evaluated by the board as well as direct reports. In March, director is to make a report of accomplishments and goals. Also, the director should do a self-evaluation using the same form. Comparison of the director's answers, board's and direct reports' answers will be part of the evaluation session held in April. A director initial performance meeting was scheduled for December 14 at 5:00 PM. Initial performance expectations will be discussed, as well as discussion and decision on the final questions to be asked during the performance evaluation.

	b.	Fund Balance Plan - As of the 2017 budget reports, there is $1,257,863 in the Library Operations and Building Maintenance fund balances. The committee members began discussion on where to allocate these funds. It is recommended by village finance to hold at least a three month operating balance in reserve, which is about $450,000. Other recommended allocations are pending retirement payouts (if any); any big ticket repair or replacement such as HVAC, elevator, roof and furniture; and technology upgrades. Rohr showed the start of a spreadsheet that is being created for capital expenditures. It is expected staff will meet with Arlyn Johnson, Director of Public Works, and the maintenance crew for input on building and equipment life spans and costs. Staff has already met with Scott Steinert, Information Technologies Director regarding the technology plan. Further discussions will be made in the coming months and during the strategic planning process.

4.		Adjournment - adjourned at 5:58 no further information to discuss.

THIS AGENDA IS SUBJECT TO REVISION

Members of the Village Board and other Village committees, boards, commissions, and authorities may attend and participate in this meeting, but will not take official action unless the notice so provides.

No qualified individual with a disability shall, by reason of that disability, be excluded from participation in or be denied benefits of the services, programs, or activities of the Village of Menomonee Falls, or be subject to discrimination by the Village. If you are disabled and require special accommodation, please advise the Library Administration office at (262) 532-8930 no later than 5 days before the scheduled meeting or activity.