Village of Menomonee Falls, Wisconsin

LIBRARY BOARD OF TRUSTEES 

MEETING MINUTES

Wednesday, August 16, 2017
Present: Kathleen Lysaght, Janet Dake, Peggy Haas, Carole Knobil
Absent: Paul Tadda, Corey Golla
Staff Present: Karol Kennedy, Ellen Rohr
Attendees: Michael Morse, Village Attorney, Stephen Roberts, Former Library Board Member, Karen Esvang, Library Staff Member
               
1. Call to Order: 6:01 PM by Kathleen Lysaght
 
2. Consent Agenda: Items listed under Consent Agenda were approved in one motion.
 
a. Minutes of the regular board meeting held on July 19, 2017 .   
 
b. Expenditures for July 2017 per list. Total Expenditures $122,008.47.   
 
  Motion by Member Peggy Haas, second by Library Board President Kathleen Lysaght to approve consent agenda as presented. Approved.
  Vote: 4 - 0
 
Other: Village Trustee Paul Tadda (Absent)
  School District Representative Corey Golla (Absent)
 
3. Special Order of Business - Presentation by Mike Morse, Village Attorney

Library Board Member Email Addresses - Wisconsin Statute 43.63(2) allows Waukesha County municipalities that tax their residents for libraries the opportunity to exempt their residents from the county library levy if two criteria are met:
  1. The municipal tax rate for library services is equal to or above the rate of the county library tax, and
  2. The library meets or exceeds the Waukesha County adopted library standards.
One of the Quality Assurance Standards requires Libraries to post library board and staff contact information on the Library Website.  In order to adhere to this standard, the Library Board members will be receiving Village issued email addresses.  Morse spoke to the Board members regarding guidelines of use of Village issued emailed addresses and open records laws. State Law restricts the Library from making public certain records of Library Board members unless the board member gives permission.  Morse discussed the form on which the board member could either grant or deny permission.  Board members were asked to return the forms to the Library Business office after which email addresses will be setup by Village IT. Contact information will then be published on the website.
 
4. Special Order of Business - Staff Presentation: Librarian, Karen Esvang 
Esvang presented an overview of her job duties and information about the successful Adult Summer Reading Program.
 
5. Special Commentary - Stephen Roberts, former Library Board Member
Roberts announced that he will be moving to Washington State at the end of September.  He thanked those present for allowing him to serve on the board.
 
6. New Business - Items for Discussion/Action/Possible Approval:
 
b. Waukesha County Library Standards Certification    
 
  Motion by Library Board Secretary/Treasurer Janet Dake, second by Member Peggy Haas certifying that the library will meet or exceed the standards set by Waukesha County in 2017. Approved.
  Vote: 4 - 0
 
Other: Village Trustee Paul Tadda (Absent)
  School District Representative Corey Golla (Absent)
 
c. Proposed Bylaw Amendments -  This is notice of proposed amendments of the Library Bylaws.  The bylaws may be amended at the next regular meeting of the Board by majority vote of all members of the board.  These changes are requested because of the timing of Village Board appointments to the Library Board.
Article III Officers - Section 1 -
Current wording.The officers shall be a President and a Secretary/Treasurer, elected from among the appointed Trustees at the June meeting of the Board. No member shall hold more than one office at a time.  Vacancies in office shall be filled by vote at the next regular meeting of the Board after the vacancy occurs.
New Wording The officers shall be a President and a Secretary/Treasurer, elected from among the appointed Trustees at the July meeting of the Board. No member shall hold more than one office at a time.  Vacancies in office shall be filled by vote at the next regular meeting of the Board after the vacancy occurs.

Article IV Meetings -
Current Wording -The regular meetings shall be held each month, the date and hour to be set by the Board at its June meeting.
New Wording - The regular meetings shall be held each month, the date and hour to be set by the Board at its July meeting.

Article V Committees -
Current Wording - The following committees --- Budget/Personnel, Special Events/Marketing --- shall be appointed by the President promptly after the June meeting and shall make recommendations to the Board as pertinent to Board meeting agenda items.
New Wording - The following committees --- Budget/Personnel, Special Events/Marketing --- shall be appointed by the President promptly after the July meeting and shall make recommendations to the Board as pertinent to Board meeting agenda items.



 
 
d. Library Board Meeting Dates - Because of board member absences this topic is deferred to next month for further discussion and possible action. 
 
e. Job Description Approval: Library Assistant - Reference   
 
  Motion by Member Peggy Haas, second by Library Board Secretary/Treasurer Janet Dake to approve the job description as presented.Approved.
  Vote: 4 - 0
 
Other: Village Trustee Paul Tadda (Absent)
  School District Representative Corey Golla (Absent)
 
7. Unfinished Business - Items for Discussion/Action/Possible Approval: (none)
 
8. Trustee Education: Developing the Library Budget Kennedy reviewed this chapter with Library Board members.
 
9. President's Report: Lysaght thanked the board for electing her to the position.  She reminded members there is an opening on the board and to let Kennedy know of any recommendations.
 
10. Budget and Personnel Committee Report: The committee will be meeting before September 1 to review the proposed budget before it is submitted to the village.  The board will approve the budget at the September meeting.
 
11. Planning Committee Report - Strategic Planning is well underway.  A draft of the strategic plan will be distributed to Library Board Members in September for review.  We anticipate the full plan will be presented for possible action at the October Regular meeting.
 
12. Trustee's Report: No Report
 
13. Director's Report: (KENNEDY) Report attached.   
 
14. Friends' Report - no meeting this month.
 
15. Next Meeting:  Wednesday, Sept. 20, 2017, 6:00 PM.
 
16. Topics for next meeting agenda: Budget approval, Strategic Plan Review
 
a. Community Read Discussion/possible approval
 
17. Adjournment at 7:48 PM with no further business to discuss.
 
Minutes transcribed by Ellen M Rohr, Business Manager
Minutes approved on September 20, 2017