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 Village of Menomonee Falls, Wisconsin

LIBRARY BOARD OF TRUSTEES 

MINUTES

Wednesday, April 13, 2016 6:00 pm
Present:
Francine Rau, Janet Dake, Peggy Haas, Stephen Roberts, Kathleen Lysaght, Kathy Finley, Jeremy Walz
Staff Present:
Jane Schall, Ellen Rohr
             
1. Call to Order at 6:00 pm by President Rau.
             
2. Approval of the minutes of the regular meeting
  Motion by Member Janet Dake, second by Rep. for Superintendent (Ex Officio) Kathy Finley to approve the minutes as presented.  Approved.
  Vote: 7 - 0
             
3. Approval of invoices per list
  Motion by Rep. for Superintendent (Ex Officio) Kathy Finley, second by Member Peggy Haas to approve the bills for payment as presented.  A question was posed about the cost of Movie Licenses. Schall explained that is the cost for us to show movies to the public.  We pay for two licenses per year.  One is through Bridges Library System.   Some special titles we have to pay for in addition to these licenses because of the showing rights. Approved.
  Vote: 7 - 0
             
4.
A motion was made by Janet Dake, seconded by Jeremy Walz to convene into Closed Session in the Library Board Room under Wis. Stats. §19.85(1)(c) to discuss library director candidates. Approved.
             
5. Motion was made by Jeremy Walz, seconded by Kathleen Lysaght to reconvene into Open Session Pursuant to Wisconsin Statutes §19.85(2) for Possible Additional Discussion and/or Action Concerning any Matter Discussed in Closed Session. Approved
             
6. New Business - Items for Discussion and Approval
             
c. Discussion/Action - regarding Allowable Cost Worksheet from Bridges Library System. The information collected is important to the system's calculation of the county reimbursement formula as part of the system's annual budget process. The form was completed by the Director and Business Manager and must be approved by the Library Board before the May 1st deadline.
  Motion by Rep. for Superintendent (Ex Officio) Kathy Finley, second by Member Kathleen Lysaght to approve worksheet as presented.  Approved.
  Vote: 7 - 0
             
d. Discussion/Action - regarding replacement of chairs for the public work stations and reference desk chairs.
  Motion by Member Janet Dake, second by Member Peggy Haas to purchase a total of 52 chairs to replace all public terminal chairs, adult and youth reference chairs and chairs at check in at a cost of $25,993.52.   Expense to be paid from the 2016 budget Capital Improvements line.  Due to the size of the fund balance, any overage at the end of the year will be made up from the fund balance for Fund 220. Approved.
  Vote: 7 - 0
             
e. Discussion/Action - regarding replacing lighting on second floor above public computers with more efficient LED fixtures
  Motion by Member Kathleen Lysaght, second by Rep. for Superintendent (Ex Officio) Kathy Finley to convert lighting fixtures on the 2nd floor above the computer terminals to more cost efficient LED lighting. Thirty-two old style fixtures will be replaced with 18 LED fixtures.  Unused fixtures will be disconnected so as to not waste power or be a fire hazard.  Cost of lighting will be approximately $9000 plus $3168 for installation.  Lighting qualifies for an Energy Efficient Rebate reducing costs further.   Expense to be paid from the 2016 budget Capital Improvements line.  Due to the size of the fund balance, any overage at the end of the year will be made up from the fund balance for Fund 220.  This improvement should reduce our monthly energy costs.  We have seen a drop in electricity costs over the winter since putting in the same more efficient lighting in the lobby area. Approved.
  Vote: 7 - 0
             
f. Discussion/Possible Action - regarding purchase of floor mats for under public and staff workstations to control wear and tear on carpeting.
  Motion by Member Kathleen Lysaght, second by Member Stephen Roberts to purchase or replace carpet protecting floor mats in areas with desks and computers in order to reduce wear and tear on carpeting.  Total cost not expected to exceed $9000. Expense to be paid from the 2016 budget Capital Improvements line.  Due to the size of the fund balance, any overage at the end of the year will be made up from the fund balance for Fund 220. Approved.
  Vote: 7 - 0
             
g. Discussion/Possible Action - regarding Library HVAC replacement in lieu of annual repair costs. Schall read an email from Arlyn Johnson regarding replacement or upgrade of the HVAC system in the library. Because of the recent expenditures repairing the existing equipment, he did not recommend looking into replacement at this time. The board discussed this recommendation and discussed that repairs are made several times every year and questioned how often the equipment should be repaired before replacement is considered. They also questioned the efficiency and lifespan of the current equipment. The current equipment was put into service when the building was built. No further action was taken at this time.
             
h. Approval of Job Descriptions.
  Motion by Member Peggy Haas, second by Member Janet Dake to approve the following job descriptions as amended:
IT Coordinator, Circulation Services Supervisor, Assistant Director/Teen Services Librarian, Library Assistant - Reference/IT, Library Assistant - ILL, Library Clerk - Circulation, Library Clerk - Processing, Outreach/Volunteer Coordinator. Approved  All job descriptions have been updated.
  Vote: 7 - 0
             
i. The May 11 board meeting will be moved to RBG Bar and Grill. We will begin the meeting at 5 pm and have an informal gathering afterwards to honor Jane Schall and her retirement as Library Director.
             
7. Unfinished Business - Items for Discussion/Action/Possible Approval
             
8. President's Report: President Rau announced she is resigning her position on the library board after being on the board for 27 years. Discussion was made regarding a retirement party for her. It was agreed to have a gathering after the board meeting at Ally's Bistro ?Corner of W. Good Hope Rd and Appleton Avenue, N72 W13350 Lund Lane, Menomonee Falls, WI 53051.
             
9. Budget and Personnel Committee Report: (DAKE)
             
a. Update - Director Position Status - Upon motion made in closed session, an offer will be made to one of the candidates interviewed on April 11. The offer is contingent on the candidate passing a background check and drug screening. Because of confidentiality requirements, the formal motion to hire the candidate will be made in open session next month after the candidate accepts the offer.
             
10. Director's Report: (SCHALL)
             
a. Upcoming Programs - Schall announced two upcoming programs, Jim Gibbons with a program on the 70s April 20 and the Appalachian Story will be presented on May 9. We just received word that Jennifer Chiaverini agreed to do an author visit this September. Date to be determined. We will be part of her tour in conjunction with the release of her new book.

Schall announced the Adult Program on April 11 was well attended.
             
b. Staff changes - we have hired three new Pages. You will be seeing those new faces around the library within the next few weeks.
             
c. Employee of the Month Schall announced multiple Employees of the Month this month. Ellen Rohr because of her coordination and work of hiring a new director and finalizing the rest of the job descriptions. Schall also wants to recognize the work done by Amanda Jones and Lisbeth Jacobs on the Summer Library Program and Childrens Programming. Lisbeth has done a great job on designing the programming materials and helping Amanda plan programs. Amanda has done an excellent job planning exciting new programs that hopefully will bring more youth participants in this year's summer library program.
             
d. Other
             
e. Summer Library Program - Summer Library Program will be starting June 1. This year we are changing the way we do the Youth Program. We will be issuing sheets that are to be turned in each week. We are also releasing a calendar instead of the Adult and Youth Fine Print.
             
11. Trustee's Report: (WALZ) Walz reported he was asked which committees) he would like to serve on next year and he wants to continue on the Library Board. He gave the results of the election: David Glasgow, Bonnie Jean Lemmer, Paul Tadda were elected. He also reported that the Good Hope Garage on Good Hope and Pilgrim will be expanding.
             
12. Friends' Report - Jane asked for a consensus from the board as to whether the Friends could pursue approaching Panera or other local restaurants for donations. The basic principle is someone goes into the restaurant and purchases food or beverages and the restaurant gives a percentage of the purchase back to the organization. The board members agreed they did not have a problem with the Friends pursuing this. Jane will go the April Friends meeting to obtain more information.

Jane announced that we recently received an award from the Community League to be used to purchase Sensory Story Hour materials. She was planning to ask the Friends for additional moneys to purchase either additional Sensory Story materials or additional Playway Views or Bookpacks for use in the youth library.
             
13. Next Meeting: Wednesday, May 11, 2016 RBG Bar and Grill Time 5:00
             
14. Topics for next meeting agenda - Circulation Policy, Hiring new director
             
15. Adjournment 8:20 pm
Minutes transcribed by Ellen M Rohr, Business Manager
Minutes approved on May 11, 2016

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