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MUSKEGOLIBRARYBOARDMINUTES Approved (February21,2012) DATE: Tuesday,January17,2012 PLACE: MuskegoPublicLibrary S73W16663JanesvilleRoad-Meeti ngRoom#6 Muskego,WI53150 1. Calltoorder–PresidentDe-VitoScalzocalledthemeetingtoorde rat6:04pm. 2. PledgeofAllegiance–Recitedbythoseinattendance. 3. Rollcall –PresentwereBoardMembers,JosephineDe-VitoSca lzo,KrisannDurnford,LindaO’Bryan(excusedat6:37 pm),AaronRobertson,TinaSchaeferandTinaWeiss (excusedat7:05pm).JosephBoschert(excused)and Ald.Kert Harendawereabsent.Therewasaquorum.Alsoprese ntwereInterimLibraryDirectorBernieBellin,Int erimLibrary FinanceOfficerDennisSampsonandRecordingSecret aryCindySchweitzer. 4. StatementofPublicNotice–Thismeetingwasnoticedinaccordancewiththeope nmeetinglawonJanuary12, 2012. 5. PublicComments–None 6. Guests–None 7. ApprovalofMinutesofDecember20,2011-T.WeissmovedtoapprovetheDecember20,2011min utes,K. Durnfordseconded.Motioncarried6infavor. 8. President’sReport – a. SearchCommitteeupdate –PresidentDe-VitoScalzostatedthattheintervie wcommitteemetonMonday January16toreviewtheapplicationsthattheyrec eivedfortheLibraryDirector’sposition.Theyde cidedtoinvite fiveapplicantsoutofthefourteenapplicationsre ceivedtobeinterviewedonFriday,February3 rdandSaturday February4 th. b. Trusteeresignation –PresidentDe-VitoScalzostatedthatLibraryBoa rdmemberAnniSchleichersubmitteda letterofresignationfromtheBoard.Bothsheand MayorChiaverottisentemailstoAnnithankingher forher servicetotheBoard. c. RequesttotheMayorforanewTrusteeappointee totheLibraryBoard.MayorChiaverottiwillbe appointinganewBoardmemberandallcurrentBoard membersareencouragedtosubmitacandidateto replaceherandcandosobysubmittinganametoI nterimDirectorBellinwhichwillbepassedontot heMayor. PresidentDe-VitoScalzonotedthatsincetwoofth eBoardmembersneedtoleaveearlyduetootherco mmitments shewouldliketohaveInterimFinanceOfficerD.S ampsongivehisreport.L.O’Bryanmotionedtomove toagenda item11.A.Robertsonseconded;motioncarried,6i nfavor. 11.UnfinishedBusiness– a. ReportfromFinancialConsultant-InterimFinanceOfficerD.Sampsonstatedthatafte rworkingwiththe Libraryfinancesforpastfewmonthshebelievesth eyareinamuchstrongerpositionthantheyweret hree monthsago.Hegaveanoverviewofthereporthesu bmitted(seeattached).HefeelsbyutilizingtheC ity’sstate oftheartfinancialsoftwarethattheLibrarywill beabletoprovidetheBoardwithuptodatefinan cialstatements. Boththestatelawsandthereimbursementformulah avechanged.Thesystemspaymentshavegrowna substantialamountandthatisoneofthethingsth atneedtobeaddressedaswemoveforwardwiththe financial reporting.Bystatelaw,theLibrarydirectorhascontrolot herwhichinvoicesarepaidandwhenandtheCity’s FinancialDirectorhascontroloftheintegrityof thetransactionentryandoverallaccountingrecor dsbutthe LibraryBoardbystatelawhascontrolovertheapp rovalofallexpenditures.Someofhisrecommendati onsarea workaroundforthatsothebillsarepaidtimelya ndstillcomplywiththeregulationsandthelaw.T heLibraryisa CityDepartmentbutitalsohasadditionalresponsi bilitiestotheLibraryBoardandtheCityneedsto make allowancesforthat,makingsurethattheCity’spr oceduresarefollowedalongwiththeStatelaw.He also LibraryBoard 2 January17,2012 recommendsthatadivisionofresponsibilitiessot hatthereisoversightbytwodifferentindividual sateverystep. ThepoliciesaretheresponsibilityoftheLibrary Boardandtheprocedurestoimplementthepolicies arethe responsibilityoftheLibraryDirector.Hefeelsit isimportantthattheLibraryBoardnotbecomeinv olvedwiththe daytodayoperationsoftheLibrary.Hehighlight edfiveconceptsofhisrecommendationsthathefee lstherest worktowards: 1. Number1-RelyonCityaccountingsoftwareand transactionentrybytheFinanceDepartment. 2. Number8–LibraryBoardshouldadoptapolicyt opre-approvepaymentsforrecurringgoods/services such aswages,benefits,utilities,leasepayments,etc.Thisprovidesfortimelypaymentsandmeetsapprov al criteria. 3. Number11–Renamethe“WCFLSAccount”tobecome theLibraryDonationFund. 4. Number15–systempaymentsfor2012andsucceed ingyearswillbedepositedintotheLibraryOperat ing fund.Systempaymentsincludeamountsreceivedfro mWCFLSystem,Lakeshoressystemandmayinclude paymentsfromothercounties. 5. Number17–TheLibrarybudgetfor2012willbe grossedupbytheamountofsystempaymentssothat the netCitysupportfor2012remainsunchanged.Thati s,theLibrarywillexpendtheamountofthesystem paymentsandtheCitysupport. HemetwithPaulaHouseoftheLibrarystaffwhowi llactasOfficeManagerandfeelsshehasagoodu nderstanding ofherresponsibilitiesandwilldoagoodjob.She willbatchandsubmitinvoicesonaregularbasis totheCity’s FinanceDepartmentforpostingandfeelsthatwill eliminateduplicationofwork.Hehasofferedtobe availableto answeranyquestionsthatPaulaHouse,theLibrary DirectorandtheCity’sFinancialDirectorS.Muell ermighthave. TheLibraryBoardandInterimDirectorBellinthank edhimforhiswork. 9. Treasurer'sreport—EndofyearreportforDecem ber,2011.A.Robertsonmotionedtoplaceonfilethefinancia l reportfortheLibrarythatcoversexpensesthrough theendof2011.T.Schaeferseconded;motioncar ried,5infavor. A.RobertsonmotionedtoplaceonfiletheWCFLSre portthatcoversexpensesthroughtheendof2011.T.Schaefer seconded;motioncarried,5infavor. 10.Administrator’sReport a. LibraryrummageSaleonFebruary10and11,2012 ,-update -InterimLibraryDirectorBellinstatedthatthey haveagreatnumberofitemsfortherummagesalea ndit’sgrowing.CityHallmighthavesomeitemst o contribute.Thesalehasbeenpostedwithphotoson Craig’sListandFacebook. b. RelocateCDsandDVDstomorevisiblelocation–update–InterimLibraryDirectorBellinstatedthattheCD andDVDcollectionhasbeenmovedtothemagazinea reaandthatstaffhasworkedhardtoaccomplishth is quickly.Hefeelsthatitisagreatmoveandtheo nlyissuenowistocreatebetterlightingforthe area. c. YAfurniturepurchase–update-Interim LibraryDirectorBellinsharedthatmostofthefu rniturehasarrived; theyarewaitingforafewmoreitems.Becauseof theabilitytoaccessreferencematerialonlinethe ywillbe removinganothershelvingunitincreasingthespace . d. LibraryTrusteeTraining–Saturday,January21,2012at8am- InterimLibraryDirectorBellinremindedtheBoard ofthetrainingsessiononSaturdayandquestioned iftheBoard membershadcopiesoftheTrusteeTrainingEssentia lsmanual,ifnothewouldmakecopies. e. SWOT(Strength-Weaknesses-Opportunity-Threats)–Library’sreport –MayorChiaverottihadrequestedall DepartmentHeadstosubmitareportontheirstreng ths,weaknesses,opportunitiesandthreatstotheM ayor’s TaskForceonCommunications.Heandfourmemberso fthestaffwentthroughtheexerciseandsubmitted itto theMayor(seeattached). f. Updateondrive-upmaterialsdrop-InterimLibraryDirectorBellindistributedaGoggl eEarthphotoofthe Libraryshowingthewesternedgeofthebuildingwh eretheproposeddrive–upbookdropwillbelocat ed.Stillin theexploratorystageasheisresearchingcosts,e tc. 12.NewBusiness-Discussionand/oractionitems LibraryBoard 3 January17,2012 a. Newstreet-sidesignageforthelibrary- InterimDirectorBellindistributedacopyofthep roposed“reader”signthatwillbeinstalledatthe Library(see attached). 13.NextMeeting–February21,2012at6:00pm. T.WeissquestionediftheLibrarywouldbepartici patingintheJammin’onJanesville.Oneideashe hadwasthatthe Libraryparticipateintheproposedcoloringbook,possiblyincorporatingtheSummerReadingprogram. K.DurnfordquestionediftheLibrarytracksusage inthevariousareassuchastrackingthenumberof CD’sthatare checkedout,thenumberofpatronsparticipatingin programs,etc.Shefeelsitwouldbehelpfultot heLibraryBoardto seethosestatistics.InterimLibraryDirectorBel linfeltthathewouldleavethatuptothenewLib raryDirectortobring forth. 14.Motiontoadjourn T.Schaefermotionedtoadjourn,J.De-VitoScalzo seconded;motioncarried,4infavor Meetingwasadjournedat7:13pm. Minutestakenandtranscribedby CindySchweitzer,RecordingSecretary