Village of Menomonee Falls, Wisconsin
LIBRARY BOARD OF TRUSTEES
Wednesday, October 12, 2016
|1.||Call to Order at 6:02 PM by President Roberts.|
|2.|| Consent Agenda: Items listed under consent agenda will be approved in one motion unless any Board member requests that an item be removed for individual discussion. That item then can be considered at an appropriate time during the Board’s regular order of business or under New Business.
|a.||Approval of the minutes of the regular meeting Sept. 14.|
|b.||Approval of September 2016 Expenditures|
|3.||New Business - Items for Discussion/Action/Possible Approval|
|a.||Annual Board Calendar - The board members were given a calendar showing a schedule of Library Board activities each year. There was a brief discussion.|
|b.||Big Read Grant Application - Applications are due January 26, 2017 for Big Read programs to be held sometime between Sept. 2017 and June 2018. Our proposal would be to hold a program in Menomonee Falls in Spring 2018 if we are awarded the grant. Kennedy asked the board if they were interested in pursuing a grant awarded by the National Endowment for the Arts. There was some discussion.|
|Motion by Member Janet Dake, second by Member Peggy Haas to pursue the Big Read Grant.|
|Vote: 6 - 0|
|c.||Kathy Finley has resigned from the Library Board. The Library Staff and the Library Board thank her for her service to the library. Kennedy will be meeting with Dr. Greco, Menomonee Falls Superintendent of Schools, on Tuesday, Oct. 18. They will discuss a new appointee.|
|4.||Unfinished Business - Items for Discussion/Action/Possible Approval|
|a.||Short Takes for Trustees - shown immediately following the regular meeting.|
|b.|| Strategic Plan Update - WiLs Proposal - Kennedy passed out the WiLs plan/quote for strategic planning for the library. Kennedy explained that other libraries in the system and Bridges Library System has used WiLs for their strategic planning. Connie Meyer, the Bridges system director, was the former director at Fort Atkinson Library. While there, she requested quotes from other providers. Other bids came in at $15,000-$26,000 much higher than the WiLs quote. Kennedy recommended pursuing WiLs as the provider due to their knowledge of libraries.
There was a general consensus to hire an outside agency for the project. Trustees are asked to review the document further and email Kennedy with any questions they may have so she can contact WiLs for answers. Further discussion will be at the next meeting.
|5.|| President's Report: Roberts made some brief comments regarding our reducing the size of the library Fund Balance and designation of Reserve Funds. He recommends a subcommittee getting together and make recommendations to the board as a whole.
He also spoke on the idea of Initial Counseling for the director prior to evaluation time. The director would then have an idea of what is expected and can work towards the goals, eliminating any surprises during evaluation.
|6.||Budget and Personnel Committee Report: (DAKE)|
|a.||2017 Budget - Monday, October 17, following the regular Village Board meeting, there will be a Committee of the whole meeting where the budget will be introduced to the Village Board.|
|b.|| Fund Balance Utilization Plan - The Board should plan for a 90 day operating Reserve. The remainder can be designated for specific items or general categories. The plan should be reviewed annually.
Rohr discussed a program she attended some months ago on Capital Budget Planning. The speaker introduced the idea of being proactive rather than reactive to capital spending. The speaker setup a spreadsheet which included any items that needed to be updated or replaced, as well as, new items wishing to be purchased. Participants where then shown the columns setup to show where the funds for each of the items would be coming from. Rohr will have a basic spreadsheet available at the next board meeting showing some of the Capital improvements anticipated.
|c.||Ross Dress for Less Donation -The Library received at $2500 donation from Ross Dress for Less. Kennedy asked for ideas on how to spend the donation. The general consensus was to spend the money on something or in an area that will affect the public as much as possible.|
|d.||Director Evaluation Plan Update: Kennedy passed to Janet Dake sample evaluations from other libraries. It was agreed to have Director Initial Counseling in December and evaluation in March.|
|7.|| Director's Report: (KENNEDY):
|8.|| Trustee's Report: Tadda reported that the Library will be included as an agenda item on the Village Board Meeting agenda. Kennedy will prepare something for Tadda to read each month. Tadda asked that it be as concise as possible.
Tadda reported there will be a new Retirement Community constructed at Pilgrim and Good Hope and a new childcare facility at Good Hope and Appleton.
|9.||Friends' Report: Friends' Holiday Bazaar is scheduled for November 5 from 9-4 PM.|
|10.||Next Meeting: Wednesday, November 9|
|11.||Topics for next meeting agenda:|
|a.||Approve Library Closed dates for 2017|
|b.||Select 2017 Board Meeting Dates (bring your 2017 calendars)|
|12.||There was discussion regarding the December Board meeting location. Ellen will look into reserving the Public House.|
|13.||Adjournment - Meeting was adjourned due to no further items to discuss at 8:10 PM.|
|14.||Hearing Loop Demo - Following regular Board adjournment interested Board members may participate in a demo of the hearing loop.|
|Minutes transcribed by Ellen M Rohr, Business Manager
Minutes approved on