lbm20110928MUSKEGO PUBLIC LIBRARY BOARD Minutes Approved – 10-12-2011
DATE: Wednesday, September 28, 2011 (as Corrected)
PLACE: Muskego Public Library
S73 W16663 Janesville Road - Meeting Room #6
Muskego, WI 53150
1. Call to order – President De-Vito Scalzo called the meeting to order at 7:03 pm.
2.Pledge of Allegiance—Recited by those in attendance.
3.Roll call – Present were Board Members - Joseph Boschert, Josephine De-Vito Scalzo, Aaron
Robertson, Tina Schaefer, and Tina Weiss. Board members Sylvia Eckenode (excused), Anni
Schleicher (excused) and Ald. Kert Harenda (excused) were absent. A quorum was present. Also
present were Library Director Jane Genzel, Thomas Hennen, WCFLS Director and Recording
Secretary Cindy Schweitzer.
4.Statement of Public Notice. The meeting was noticed in accordance with the open meeting law on
September 27, 2011.
5.Public Comment. None
6.Introduction of New Board Member. President DeVito-Scalzo introduced Tina Weiss.
7.Introduction of Recording Secretary. President De-Vito –Scalzo introduced Recording Secretary
Cindy Schweitzer.
8.Guest. Tom Hennen, WCFLS Director, was introduced.
9.Consent Agenda
J. Boschert moved to approve the items under Consent Agenda. T. Schaefer seconded. Motion
carried 4 in favor with T. Weiss abstaining.
a)Approval of minutes of August 25, 2011 and September 6, 2011.
b)Next regularly scheduled meeting corrected to state October 26, 2011.
c)Record and filing of Treasurer’s Report approval
d)Approval of Resolution 2011-04
e)Approval of Resolution 2011-05
10.Reports
a)Friends of the Library – No Report
b)Finance Committee- Nothing to report. A. Robertson would like to have discussion with the
Friends of the Library regarding Trust Funds.
c)Policy Committee- J. Boschert discussed the two resolutions that had been prepared for first
reading.
i)Resolution 2011-06 - Meeting Room Eligibility – J. Boschert stated that the intention
is to accommodate all different types of groups, putting a disclaimer in the Library
Policy that the Library does not endorse any of the groups. T. Weiss questioned if
there were going to be changes in the room fees? J. Boschert stated that would be
addressed under the fee policy which at some point should be reviewed. T.Hennen
suggested that the Library Board might want to have the City Attorney review the
proposed resolution.
LibraryBoard Page2
September28,2011
ii)Resolution 2011-07 – Allowing Concealed Carry Weapons – J. Boschert stated the
intent was to satisfy Senate Bill 93 that was recently signed by Governor Walker. T.
Schaefer questioned if there has been any response from City Hall or the Police
Department on a policy. Director Genzel stated that Chief Geiszler is still working on
a written policy. A. Robertson felt and all agreed that they should wait for direction
from City Hall to see if there is a blanket policy in the works that would override the
proposed resolution.
d)Facilities Committee – J. Boschert questioned which Board members are on the committee
and if they are still meeting? If it is not active, he made a motion to dissolve the committee.
Director Genzel suggests waiting to hear from the Board members that are not in
attendance tonight before acting on the motion. All agreed. Motion dies for lack of second.
11.Unfinished Business
a)2011/2012 budgetary updates and procedures – Director Genzel met with Mayor
Chiaverotti and Finance Director Mueller regarding carrying over 2011 budgeted funds.
Director Mueller stated the process for making the request (see attached memo). A
request would typically be made by the Library Director and/or the Alderman serving on
the Board to the Committee of the Whole or the Finance Committee for City approval.
Nothing can be done as the Mayor’s 2012 budget has already been distributed. The Board
cannot add another line item without going through the above procedure. J. Boschert
questioned what is preventing the Board from creating a long range plan for this year – the
2011 budget year – and requesting putting $10,000.00 in this year and withdraw from the
projected savings for this year? Director Genzel said that process is covered by the memo
– even though there may be funds, we just cannot add another line item.
E-readers and devices were discussed – T. Hennen, WCFLS Director, stated it is not their
intent to buy mass amount of devices for distribution. T. Weiss suggested that more studies
need to be done before we proceed with E-Readers. Director Genzel said that there has to
be a policy in place. Many questions need to be answered – who is to pay for it - patrons
need to be educated – what devices work best etc. before we proceed. At the end of the
day the Library is responsible.
J. Boschert motioned that the Board reappropriate $10,000.00 from wages and benefits
from the 2011 budget to a newly created long range plan account and present this to the
Committee of the Whole or Finance Committee. A. Robertson seconded. Director Genzel
raised a concern about the lateness of this request at this point in the City’s budget process.
T. Schaefer suggested J. Boschert bring back to the Board’s next meeting a list of all the
concerns brought up tonight and at the September meeting so that the Council has all the
facts. T. Hennen referred to #3 (re non-lapsing fund account) on Finance Director Mueller’s
memo and suggested the Board concentrate on that request. J. Boschert reminded the
Board that the $10,000.00 (long range plan) was not just for E-Readers but also for the
book drops. Director Genzel brought up concerns about the drop boxes being stuffed so
full that additional books are merely left on the ground especially over weekends and
holidays making them susceptible to theft and weather damage, etc. Motion carried with
J. Boschert, A. Robertson and T. Schaefer voting yes and T. Weiss and J. Devito-Scalzo voting
no. J. Boschert, A. Robertson and K. Harenda will work on the presentation to be made to
the Committee of the Whole and or Finance Committee with the request. J. Boschert
motioned to make a request to establish a nonlapsing fund for the 2012 Library budget year
LibraryBoard Page3
September28,2011
to the Finance Committee and/or Committee of the Whole. A. Robertson seconded.
Motion carried 5 in favor.
b)Recording Secretary discussion/compensation- President De-Vito Scalzo discussed the past
practice of one of the Board Members transcribing minutes and again asked the members
present if anyone wished to take the minutes. In lieu of a volunteer she made a motion
that the Library compensate Recording Secretary Cindy Schweitzer at her current rate of
$23.07 which will paid at overtime rate. Seconded by A. Robertson. Motion carried 5 in
favor.
c)Continuance of summer hours. Due to the number of staff vacancies Director Genzel
requested leaving the current week day summer hours in place. She proposed that Monday
through Thursday hours would stay at 9 am – 8 pm and Friday hours would be 9 am to 5
pm. and changing the current Saturday hours (summer hours) from 9am to 1 pm to 9 am to
3 pm. T. Schaefer stated that an 8 pm closing is too early while school is in session
especially for families with children in sports. Has staff been offered overtime to cover the
hours needed? There was much discussion on offering part time workers additional hours,
the Library’s policy requiring a Senior Staff member be on duty, what times of the day are
the busiest? Director Genzel stated that it is a balancing act to keep Senior Staff at the
reference desk and that there is not an hourly breakdown of the number patrons that use
the library but that the hours right after school to around 7:30 pm were the busiest. A.
Robertson in trying to find a balance between being sympathetic to staffing issues and
having the library open when most needed for students motioned to set the hours as
follows: Monday – Thursday 9 am – 8 pm, Friday 9 am – 5 pm and Saturday 9 am – 5 pm. T.
Weiss stated that in her experience having worked at the library that there was not enough
activity after 3 pm on Saturdays to warrant staying open to 5 pm. Motion dies for lack of
second. T. Weiss motioned to set the hours at 9am – 8pm Monday through Thursday, 9 am
– 5 pm on Friday and from 9 am – 3 pm on Saturday until additional staff is hired. A.
Robertson seconded. Motion did not carry 0 - 5. Concerned about patrons being confused
with the “flip flopping” of hours it was agreed that in order to serve the community best
the hours should be stabilized. T. Schaefer suggested that the approval of the hiring of
additional staff be placed on the next meeting agenda. Due to lack of motion the hours
revert back to winter hours (Monday – Thursday 9 am – 9 pm, Friday 9 am – 5 pm, and
Saturday 9 am – 5 pm) effective October 1, 2011. Director Genzel questioned if the date of
the change of hours could be October 3rd or October 10th which would allow her time to do
a press release with the winter hours and to schedule staff? J. Boschert amended motion
to reflect winter hours in effect as of October 3, 2011. T. Schaefer seconded. Motion
carried 5 in favor.
d)Library signs – Director Genzel discussed the informational handout from the Community
Development Director who proposed that the Library install signs similar to the City’s
gateway signs. She also stated that Board member S. Eckenrode had spoken with
Community Development Director Muenkel about “Universal” Library signs with a
silhouette of a person reading a book, which she was told would take two to three years.
Director Genzel was directed at the last meeting to talk to the Highway Department about
interim signs. The Highway Department has agreed to work on the signs as a winter
project. They will make and install “interim” Library signs while the Janesville Road project
is in progress. The signs will be installed at Woods Road and Parkland and at back entrance
to the Library at Parkland Dr.
LibraryBoard Page4
September28,2011
12.New Business
a)WLS Annual Conference- Director Genzel distributed a brochure for the upcoming
Wisconsin Library Association’s annual conference which will be held November 1 – 4, 2011
in Milwaukee. J. Boschert motioned that the Board allot $240.00 to enable two Board
members appointed by President DeVito-Scalzo to attend the conference. T. Schaefer
seconded. Motion passed 5 in favor. T. Weiss suggested Director Genzel encourage library
staff to attend, which would not be possible due to the library being short of staff.
b)Letter to Muskego Public Library Board from Library Director. Director Genzel tendered her
resignation to the Board stating that she was happily and voluntarily resigning as Director of
the Muskego Public Library in order to resume her previous role as Librarian III-Head of
Reference and Adult Services. She thanked the Board for the privilege of being of service to
the City of Muskego.
CLOSEDSESSION:
PresidentDeVito-Scalzomovedtogointoclosedses sion,secondedbyA.Robertson.Approved5-0.
Boardconvenedtoclosedsessionat8:50pm.
PleasetakenoticethatfollowingOldBusinessasA uthorizedbyLaw,theLibraryBoardwill
convene,uponpassageofthepropermotion,intocl osedsessionpursuantto:
1.Wis.Stats.,§19.85(1)(f),Wis.Stats.§19.85(1)(f)Consideringfinancial,medical,socialor
personalhistoriesordisciplinarydataofspe cificpersons,preliminaryconsiderationof
specificpersonnelproblemsortheinvestigation ofchargesagainstspecificpersons,
specificallyconsiderationoftheperformance reviewoftheLibraryDirectoranddiscuss
relatedpersonnelmatters.
PresidentDeVito-Scalzomovedtogointoclosedses sion,secondedbyJ.Boschert.Approved5-0.
Boardconvenedtoclosedsessionat8:50pm.
2.Wis.Stats.§19.85(1)(c)Consideringemploymen t,promotion,compensationorperformance
evaluationdataofanypublicemployeeoverwhicht hegovernmentalbodyhasjurisdictionor
exercisesresponsibility,more specifically,considerationoftheperformancerevi ewoftheLibrary
Directoranddiscussrelatedpersonnelmatters.
Actionmay notbetakeninclosedsession.TheLibraryBoardwill thenreconveneintoopensessionto
continuewitha genda items.
Director Genzel respectively declined to stay for the closed session.
OPENSESSION:
J. Boschert moved to reconvene into open session, seconded by A. Robertson. Approved 5-0.
Board reconvened to open session at 9:35 pm.
J. Boschert motioned to respectively accept the letter of resignation from Library Director Jane Genzel as
Director of Muskego Public Library in order for her to resume her previous role as Librarian III – Head of
Reference and Adult Services effective October 12, 2011. A. Robertson seconded. Motion carried 5 in
favor.
LibraryBoard Page5
September28,2011
J. Boschert motioned to form a search committee consisting of three Library Board members to be
appointed by the Interim President. This committee will report at the next board meeting with the
following items:
•A revised Library Director job description
•A job posting description
•An email address for applicant correspondence
•Recommendations for job posting sites
•Interview expenses recommendation
T. Schaefer seconded. Motion carried 5 in favor.
13.Motion to adjourn J. Boschert moved to adjourn, and T. Schaefer seconded. Motion carried 5 in
favor. Meeting was adjourned at 9:40 pm.
Minutes taken and transcribed
By Cindy Schweitzer, Recording Secretary
LibraryBoard Page6
September28,2011
From:SharonMueller<smueller@ci.muskego.wi.us>
Sent:Monday,September26,20113:14PM
Subject:FW:K.Harenda/budgetaryprocedures
RegardingAldermanHarenda’sdirectiontoJaneint heemailbelow(seehighlight),our
responseisasfollows:
1.SincetheMayor’s2012proposedoperatingbudgetha salreadybeenpublicallydistributed,
anyrequestedchangefromtheBoardshouldbeprese ntedtotheCommitteeoftheWhole
duringtheupcomingbudgetdiscussions.Typically theLibraryDirectororAldermanonthe
Boardwouldpresenttherequest.
2.a)The2011LibraryDepartmentExpenditureprojecti onisestimatedtoshowasavingsof
approximately$55,700inwagesandbenefitsalone.Withthecurrentorganizationaltransition
takingplacewithintheLibraryDepartmentthereis muchuncertaintlyastowhattheseaccounts
willactuallyreflectbyyearend.Wewouldneedm oredirectionastothedatesthevacant
positionsmaybefilledinordertodetermineaclo sertoactualprojection.
b)Transfersandre-appropriationswouldbeaLibr aryBoardrecommendationtotheCommittee
oftheWholeorFinanceCommittee.Thisrecommenda tionwouldbepresentedbytheLibrary
Directorand/ortheAldermanontheBoard.
3.AccordingtoDirectorThomasHennen,inordert odesignateanon-lapsingaccountwithin
theLibraryDepartmentbudget,thisrequestwoulda lsobepresentedbytheLibraryDirector
and/orAldermanontheBoardtotheCommitteeofth eWholeorFinanceCommitteeforCity
approval.
SharonMueller
DirectorofFinanceandAdministration
CityofMuskego
W182S8200RacineAvenue
Phone:262-679-5622;Fax:262-679-5593
E-Mail:smueller@ci.muskego.wi.us