Trustee Meetings

Trustee Meeting 2017.01.21

NWLS Board of Trustees
January 21, 2017
10:00 p.m.
Go-To-Webinar (with NWLS HQ open for in-person attendees)

1. Call to Order/Roll Call
Jeff Burke called the meeting to order at 10:01 am.

Present: Donna Bergum (Douglas County ~ online), Buzz Byrne (Burnett County ~ online), Dian Delong (Sawyer County), Sandy Mackie (Washburn County ~ online), Jocelyn Ford (Washburn County), Kathryn McKenzie (Douglas County ~ online), Jim Bassett (Sawyer County ~ online), Jeff Burke (Vilas County), Laura Rachford (Burnett County ~ online), Al Lundquist (Ashland County), Clarence Campbell (Ashland County), Connie Cogger (Bayfield County), Robert Mock (Douglas County), Mike Sheehan (Asst. Director), Michelle Gostomski (Office Manager).

Excused: Dee Kittleson (Bayfield County), Vivian Markley (Douglas County), Mary Platner (Vilas County), Jan Pierce (Douglas County), Tom Thompson (Iron County), Teresa Schmidt (Mercer Public Library).

2. Guest Comments

3. Approval of the November 12, 2016, Board of Trustees Meeting Minutes
Motion by Buzz Byrne, second by Jocelyn Ford to approve the November 12, 2016 Board of Trustees Meeting Minutes. There were no comments. Motion carried unanimously.

4. Election of Officers
In the past there may have been a nominating committee presenting a slate of officers but Jeff Burke entertained nominations from the floor. The Board agreed to take each officer separately, starting with the President.

For Board President: Sandy Mackie moved to nominate Jeff Burke as President. Kathryn McKenzie seconded. Jeff agreed he would serve. Al Lundquist moved for the unanimous ballot, and Buzz Byrne seconded. Motion carried unanimously.

For Vice President: Laura Rachford moved to nominate Sandy Mackie as Vice-President, and Robert Mock seconded. Sandy agreed to serve. Kathryn McKenzie moved for the unanimous ballot, and Buzz Byrne seconded. Motion carried unanimously.

For Treasurer: Sandy Mackie nominated Clarence Campbell for Treasurer, and Al Lundquist seconded. Clarence agreed pending his reappointment to the County Board. Buzz Byrne moved for the unanimous ballot, and Laura Rachford seconded. Motion carried unanimously.

After the election, Jeff Burke asked for attending Board members where there was a question on their Board re-appointment to confirm their status. Robert Mock had been re-appointed on Thursday. Jim Bassett and Jocelyn Ford had been re-appointed to represent Washburn County. Clarence Campbell was waiting to meet with the Ashland County Chair to finalize his re-appointment. Tom Thompson was not present and his status is unclear.

5. Approval of November and December 2016 NWLS Expenditures
Since many of the Board members stated they did not receive the second mailing with the financial statements and Sherry’s Board report, Michelle Gostomski offered to go through the check register as presented, explaining the largest payments. Motion by Laura Rachford, second by Jocelyn Ford to approve the November and December 2016 NWLS Expenditures. Motion carried unanimously.

6. Approval of December 31, 2016, Financial Statement and Budget Report – Pending Audit
Motion by Robert Mock, second by Dian Delong to accept the December 31, 2016 Financial Statement and Budget Report – pending the audit. There was a question if unspent Collection Development grants roll over to the general budget or if they get added to the following year’s Collection Development amount. Both Michelle Gostomski and Mike Sheehan believed they are added to the budget carryover amount and used in the general budget. Motion carried unanimously.

7. Discuss Director’s Evaluation Process
Jeff Burke began the discussion by stating he thought that the two samples provided were inadequate. He had talked with some library directors downstate and they guided him to contact John DeBacher at the Division (who Jeff has yet to hear from). Jeff believes the Board should use the Director’s job description as a base for developing evaluation criteria. Both Laura Rachford and Sandy Mackie mentioned their dislike for the current process and wish to see something different. Consensus was to make a change. Jeff Burke volunteered to construct something in preparation for the March meeting. Kathryn McKenzie suggested getting input from system library members and NWLS staff. The process will likely contain a director self-evaluation element as well. Connie Cogger wondered if the entire Board would be necessary for the evaluation or maybe a committee could be formed to work it. Jeff surmised that while he believes the entire Board should be involved in the evaluation, only a small group should be used to draft the process. Robert Mock moved, and Dian Delong seconded having Jeff Burke and Sandy Mackie create a proper draft/script for evaluating the system director and have it set in a timely manner. Motion carried unanimously.

8. Trustee Essentials Chapters 21-24
Jeff Burke provided thoughts on the four chapters from Trustee Essentials. Kathryn McKenzie asked about current offerings in Braille and foreign languages. There were additional questions about filtering in libraries and Mike Sheehan suggested this be an agenda item at the March meeting with possibly NWLS Network Administrator, Mike Sauvola, in attendance to help Sherry with this discussion.

9. Director’s Report
Since Sherry Machones was at ALA and then on vacation until February 2, she provided a written report which was shared with the Board. Mike Sheehan added further comment to any questions members had on the topics. Generally, Sherry provided updates from the member libraries, from the system, from herself, and updates specific to Vilas County. It was requested to copy the report with these minutes when distributed.

• Jeff Burke asked for an update on the building front sidewalk. Mike Sheehan and Michelle Gostomski reported on the visit they had from Ashland Paving and the business they sub-contracted with to perform the sidewalk work. They mentioned a couple of options and alternatives to shaving down the heaved portion, but provided a quote if that is NWLS decision.
• Connie Cogger asked about Red Cliff’s status. Mike Sheehan said that he was unaware of anything new for many months and the only issue keeping them from becoming a state recognized municipal library was their inability to get a properly certified library director.
• Regarding the audit, since Mark VanVlack raised his fees for the upcoming audit much more than NWLS has anticipated, and for disrespectfully suggesting the replacement of the previous Office Manager would cause him added accounting work, NWLS advises the Board to strongly consider and RFP process to bid for auditors this Spring.

10. Adjourn
Robert Mock moved to adjourn the meeting at 11:43 a.m. Al Lundquist seconded.

Respectfully submitted,

Mike Sheehan
NWLS Assistant Director