Carlock Public Library District Board met March 15.
Here are the minutes provided by the board:
President Beth Wagner called the meeting to order at 6:30 pm. Other Board members attending were Nick Birky, Lacey Fritsch, David Garrison, Mike Miller, Jane Randall, and Laura Stephenson. Library Director Christie Lau was also in attendance.
The Pledge of Allegiance was recited.
Public Comment: none
Correspondence: none.
Minutes Approved: There were no corrections or additions to the minutes from the February 15, 2022 meeting; they stand approved as printed.
Director’s Report:
1) Christie distributed a chart outlining the communication methods currently used to increase awareness in the community about the Library and its materials and programs. She emphasized that word of mouth is perhaps one of the most important methods and encouraged Board members to advocate for the Library by spreading the word about programs and events whenever possible. She also asked the Board to let her know if they have a particular skill or talent that could be shared with the community through a program offered at the Library. There have been 14 programs presented at the Library in the 10 weeks since January 1.
2) Christie also handed out a list of the “2021-2022 Actual Expenses – General Fund”, an overview of current budget information for the Board.
President’s Report: none.
Secretary’s Report: Jane reported that she is currently going through old minutes to compile an ordinance book.
Finance Committee: Dave presented the minutes from Finance Committee meetings on February 10 and March 10. Discussion centered on the budget, salary reviews, and salary schedule in light of a) mandated minimum wage increases, and b) the current shortage of available workforce. The issue of the Library’s accounting services was also discussed and is an agenda item.
Policy Committee: The minutes from the March 3 meeting were presented. The main items of discussion were job descriptions and revisions to the staff performance and evaluation process.
Long-Range Planning Committee: no report.
Financial Report: The monthly balance sheet from February’s financial report was reviewed. Dave handed out a “Tax Computation Report” noting that we will receive nearly the total amount of our levy request this year.
Old Business: none
New Business:
1) Job Descriptions: Christie distributed proposed job descriptions for Library Assistant, Clerk I and Clerk II. We do not currently have any employees in the Library Assistant or Clerk II positions, but by planning ahead, duties will be established if these positions are needed in the future. Lacey made a motion to approve the job descriptions as presented; seconded by Mike. Motion carried unanimously.
2) Performance evaluation timelines: The process for performance evaluations and salary reviews for employees and for the Library Director was discussed. Employees first complete a self-evaluation form, then sit down with the Director and discuss competency skills and plans growth or improvement. The Director presents a summary to the Library Board with salary recommendations prior to budgeting for the coming fiscal year. The Library Director also completes a self-evaluation which is reviewed with the Board President. Then the President presents that review to the full Board. Mike expressed concern about the Director’s evaluation and would like to see the full Board review the self-evaluation rather than get only the Board President’s interpretation. After discussion. Nick made a motion to approve the performance evaluation timelines and evaluation forms as presented; seconded by Dave. Motion carried with 6 ayes and 1 abstention from Mike.
3) Salary Schedule recommendation: Christie presented a draft schedule of salaries for current positions and prospective positions. After discussion, Mike made a motion to adopt the salary schedule as presented; seconded by Lacey. Motion carried unanimously.
4) Salary/Budget recommendation: Christie noted that all current staff are performing above expectations. Discussion included how to attract and retain good employees, how to maintain fair and competitive wages, and salary comparisons of comparable jobs. No action is needed at this time.
5) Accounting services: Because of some of the questions Mike has had about the current accounting system, Dave would like the Board to vote on whether to retain Harland’s Accounting Service. Mike stated that he did not necessarily want a different accounting service; instead, he was proposing changes in our system of accounting for a clearer reporting of our different funds. He would like to see a new software system to incorporate those needed changes. Dave noted that Phil Harland does more than just the monthly reports; he prepares checks, reports to the State, and salaries. After further discussion, Dave made a motion to keep Harland’s Accounting Service and the current accounting system. There were 4 ayes from Dave, Beth, Nick, and Lacey, 1 nay from Mike, and 2 abstentions from Jane and Laura. Motion carried.
Being no further business, a motion was made by Lacey to adjourn; seconded by Laura. Motion carried. The meeting was adjourned at 8:01 pm. The next regular meeting will be held Tuesday, April 19, 2022, at 6:30 pm.
https://carlocklibrary.com/wp-content/uploads/2022/04/2022-031522-Library-Board-Minutes.pdf
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