Elisha D. Smith Public Library
Gegan Board Room
December 17, 2019

Called to order at 4:32pm by Chair Englebert
Present:     Chairman Englebert, Vice Chairman Golz, Secretary Halverson, Trustee Lane (arrived at 4:42pm), Trustee Schwerbel, Trustee Turner (arrived at 4:37pm) and Teen Rep. Jacquelyn White
Excused:     Trustee Franzoi, Superintendent of Schools VanderHeyden, Trustee Witt and Ad Hoc Trustee Hermans
Also Present:     Director Lenz and Business Manager Dreyer

Public Comment/Communication

Consent Business
Motion made by Golz, seconded by Schwerbel to approve the Library Board meeting minutes from November 26, 2019 and accept the Policies & Personnel Committee minutes from the November 26, 2019 meeting and the Building & Grounds Committee minutes from December 9, 2019 and December 10, 2019.  Motion carried unanimously.  

Authorization of Bills
Motion made by Schwerbel, seconded by Halverson to authorize payment of the December list of bills from the 2019 budget and endowment fund.  The invoice from Automated Comfort Controls is for preventative maintenance and problems that we have been having with the boiler.  There will be another invoice from ACC for the time they spent on Saturday, December 7, working on the boiler.  Motion carried unanimously.  

Unfinished Business
     ⦁    Committee Report: Building & Grounds Committee
          Margaret Sullivan should have her preliminary report completed before the holidays.  The next step would be for us to visit other libraries.  She will also make more visits in 2020.

     ⦁    Personnel Policy Amendment to Comp Time
          The library’s Personnel & Policies Committee is recommending amending the Personnel Policy entry for comp time to the following:
          1.    COMPENSATORY LEAVE
                 An employee can choose to have any overtime paid or taken in compensatory time.  
                 a.    Accumulation of this leave shall be approved by an employee’s supervisor prior to working extra time.
                 b.    The use of compensatory leave shall be approved by an employee’s supervisor.
                 c.    Leave shall be awarded on a 1.5-for-1 (time and a half) basis for time worked over 40 hours per week.  Any paid time off is not considered actual hours worked.  
                 d.    A full-time employee’s compensatory leave balance at any given time shall not exceed 40 hours.  That maximum is prorated for part-time employees as follows:  
                       1)   32 hours for those regularly scheduled to work at least 30 hours per week
                       2)   21 hours for those regularly scheduled to work at least 20 hours per week and fewer than 30 hours per week.
                 e.    Compensatory leave shall not be used unless it has been earned.
                 f.    Any compensatory time not used is paid out at the employee’s current rate of pay on the last paycheck of each calendar year.
        Motion made by Halverson, seconded by Golz, to change the Personnel Policy as stated.  Motion carried unanimously.  

New Business
     November Statistics
     Digital circulation is up 3.8% from last year, overall circulation is down 4.1%, meeting room use is up 13%, and program attendance is up 12%.

     2019 Budget Status
     The budget status was reviewed.  Motion made by Halverson, seconded by Schwerbel to designate $20,000 of unspent funds in 2019 for retirement benefits in 2020 (100-0601-551.10-01) and any remaining funds for management      (100-0601-551.21-06) to be used for the facility plan.  Motion carried unanimously.  

Staff Reports
     ⦁    Library Assistant Anita Stadtmueller has resigned. Her job and the grant-funded Outreach Specialist position are posted on the city and library websites.  
     ⦁    Kathy Beson, Children’s Services Supervisor, submitted a Fall Reading Club report.
     ⦁    The mother’s room has been completed.
     ⦁    Work on the entry flooring is in progress.
     ⦁    The library purchased 30 plaques listing library services that will be placed in each Valley Transit bus.  

Adjourn into Closed Session:  Motion made by Halverson, seconded by Turner to adjourn into closed session pursuant to §19.85(1)(c), Wis. Stats., Considering employment, promotion, compensation or performance evaluation data of any public employee over which the governmental body has jurisdiction or exercises responsibility. Director’s annual performance review/2020 salary and step and merit increases for staff members.

Roll call vote:  all board members voted in favor, none opposed.  The meeting adjourned into closed session at 5:17pm.  

Adjourn into Open Session
Motion made by Lane to adjourn into open session, seconded by Schwerbel. Roll call vote: all board members voted in favor, none opposed. The meeting adjourned into open session at 5:45pm.  

     1.    2020 Wages and Salaries
            Motion made by Schwerbel, seconded by Turner to approve step and merit increases as recommended effective December 29, 2019.  Motion carried unanimously.

     2.    Director’s Review and 2020 Salary
            Motion made by Halverson, seconded by Golz, to set the director’s salary as decided in closed session effective December 29, 2019.  Motion carried unanimously.  

Motion to adjourn made at 5:47pm by Turner, seconded by Golz.  Motion carried unanimously.

Respectfully submitted,
Kathy Dreyer, Recording Secretary