Prairie Lakes Library System

Feb
23

Prairie Lakes Library System Board Meeting 2023-2-22

Matheson Memorial Library - 101 N Wisconsin St, Elkhorn, WI 53121 - Friends Room (2nd Floor)

Wednesday, February 22 2023

6:00pm - 8:00pm CST

NOTICE OF PUBLIC MEETING: The public and press are welcome to attend in person or virtually, depending on the options available above. If you need assistance in participating in this meeting or event, please call (262) 514-4500.

Agenda

  1. Welcome and Introductions
    6:00 pm CST
  2. Call to Order

    Interim President Annette Smith.

  3. Roll

    Brace, Broga, Carillo, Coffman, Dinnes, Laufenberg, Lea, Miller, Nugent, O'Hagan, Rodriguez, Schubring, Smith, Tilleros, Wilson.

  4. Public Comment Period

    Anyone wishing to address the System Board at this time will be allowed up to 5 minutes. Your subject can be anything whether on the agenda or not. The System Board should not engage in a discussion regarding comments because it was not part of the publicly noticed agenda. Upon conclusion of the public comment period, members of the audience are not allowed further comment unless they are participating in a public hearing or if specifically allowed by a majority vote or consent of the System Board due to involvement in an agenda item.

  5. Declaration of Interests Concerning the Agenda

    Any Trustee wishing to indicate a conflict of interest with any item(s) on the agenda is encouraged to do so at this time.

  6. Presentations or Group Activities (If Any)
  7. Approval of Consent Agenda

    Items appearing as part of the consent agenda may be approved in a single motion or withdrawn for individual consideration. Trustees should indicate items to withdraw at this time.

    1. Previous Meeting Minutes
    2. Expenditures Report
    3. Budget to Actual Report
  8. Approval of Any Items Removed from Consent Agenda

    Any items withdrawn from the consent agenda for individual consideration may be considered at this time.

  9. Informational Reports
    1. System Director's Report
    2. Prairie Lakes Advisory Committee Report
  10. Unfinished Business
    1. Appointment of Board Officers (Possible Action)

      Related documents in the packet:

      1. Overview of Library System Board Officer Positions
      2. Director's Note - Year One Board Officers.
  11. New Business
    1. Approval of 2023 Meeting Schedule (Possible Action)

      Related documents in the packet:

      1. DRAFT 2023 Meeting Schedule
    2. Approval of 2023 Advisory Committee Liaison Schedule (Possible Action)

      Related documents in the packet:

      1. Draft Prairie Lakes Library System Liaison Schedule
    3. Recognition of Past and Present Stakeholders (Possible Action)

      Related documents in the packet:

      1. DRAFT Resolution of Recognition
    4. Authorization for Advisory Committee to Develop Bylaws or Rules (Possible Action)

      Related documents in the packet:

      1. Director's Note - Advisory Committee Language for System Bylaws
    5. Presentation and Possible Approval of Initial Bylaws Structure (Possible Action)

      Related documents in the packet:

      1. DRAFT Structure of Prairie Lakes Library System Bylaws
  12. Announcements
  13. Anticipated Business for Next Meeting
    1. Presentation of WiLS Strategic Planning Proposal (Possible Action)
  14. Adjourn

    A motion to adjourn is required.

Minutes Tab

Prairie Lakes Library System
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Prairie Lakes Library System Board Meeting 2023-2-22

Thu Feb 23, 2023 12:00 AM - 2:00 AM UTC

Held Virtually Due to Inclement Weather
https://meet.goto.com/151066053
Access Code: 151-066-053 United States: +1 (872) 240-3311

Welcome and Introductions

Call to Order

Acting President Smith called the meeting to order at 6:05 P.M.

Roll

Quorum met. (TA)
Members Present: Brace, Broga, Laufenberg, Lea, Miller, Nugent, O'Hagan, Rodriguez, Schubring, Smith, Tilleros, Wilson. Absent: Carillo, Coffman, Dinnes, Amendment: Laufenberg (TA)
Staff Present: Anderson, Erickson, Ohs, Platteter
Guests: Joseph Langer (Clinton Public Library)

Public Comment Period

No comments.

Declaration of Interests Concerning the Agenda

No conflicts or interests.

Presentations or Group Activities (If Any)

None.

Approval of Consent Agenda

Item b. Expenditures Report and item c. Budget to Actual Report were pulled from the consent agenda.

Previous Meeting Minutes

Lea motioned to approve the consent agenda (the minutes of the previous meeting). Schubring seconded. Tilleros requested the minutes for each meeting include its location. The motion carried.

Amend last meetings minutes to include "Virtual" as its location.

Assigned to: Tovah Anderson

Due: 02/22/2023

Expenditures Report

Budget to Actual Report

Discussion point 1: Regarding the passthrough payments from counties to libraries: The money PLLS has received from the counties has been deposited in the LGIP General Account. When deposited before 11:00 A.M. the funds begin earning interest the day of the deposit. The interest in this account appears in budget line 5-37000. Due to the schedule frequency at which LGIP assesses interest, interest payments appear late the following month and are backdated.

Discussion point 2: Budget Line 6-1303 does not yet reflect the board's previous motion to adjust it to match the actual cost of the systems insurance package. Ohs attributed this to the system's plan to present a slate of additional budget revisions at the next board meeting.

Approval of Any Items Removed from Consent Agenda

b. Expenditures ReportTilleros motioned to approve the Expenditures Report. Brace seconded. Discussion was had. Motion carried.
c. Budget to Actual ReportBrace motioned to approve the Budget to Actual report. Tilleros seconded. Discussion was had. Motion carried.

Informational Reports

System Director's Report

Ohs discussed the progress the system has made in a variety of merge-related activities.

Prairie Lakes Advisory Committee Report

Ohs recapped the meetings lengthiest discussions  including the committee's desire to draft bylaws and the upcoming merger of Arrowhead and Lakeshores OverDrive Advantage Accounts.

Unfinished Business

Appointment of Board Officers (Possible Action)

Related documents in the packet:

  1. Overview of Library System Board Officer Positions
  2. Director's Note - Year One Board Officers.

Broga motioned to establish the officer positions of President, Vice President, and treasure for terms ending December 31, 2023. Tilleros seconded the motion. A discussion was had. The motion was amended according to Brace's suggestion.[Revised] Broga motioned to establish the officer positions of President, Vice President, Treasurer, [and Assistant Treasurer] for terms ending December 31, 2023. Tilleros seconded the motion. No further discussion. Motion carried. 
Brace motioned to direct the system director to appoint a Recording Secretary. Wilson seconded. No discussion. Motion carried.

Ohs will appoint a system staff member as Recording Secretary and will include this in his next report to the board.

Assigned to: Steve Ohs

Due: 03/22/2023

At 6:46 P.M. Acting President Smith opened the floor for nominations for the office of President.

Broga Nominated Annette Smith.

At 6:46 P.M. Acting President Smith opened the floor for nominations for the office of Vice President.

Broga nominated Bob Miller.

At 6:47 P.M. Acting President Smith opened the floor for nominations for the office of Treasurer.

Schubring nominated Gary Tilleros

Brace nominated himself.

A discussion was had in which Tilleros accepted the nomination for Treasurer and Brace accepted a revised nomination for Assistant Treasurer.

Acting President Smith closed nominations at 6:50 P.M.

Wilson motioned to accept the slate of nominees, reflecting unanimous acclamation. Schubring seconded. No discussion. The motion carried unanimously.
Broga motioned to appoint the System Director and the Treasurer as co-signers for library system expenditures. Miller Seconded. A discussion was had about adding the Assistant Treasurer as a third co-signer and whether or not the intention was to have all three co-signers sign each check. The motion was amended.[Amended] Broga motioned to appoint the System Director and Treasurer as co-signers for library system expenditures [and to appoint the Assistant Treasurer as an alternate co-signer for occasions when the Treasurer is unavailable]. Miller Seconded. No additional discussion. The motion carried.

New Business

Approval of 2023 Meeting Schedule (Possible Action)

Brace motioned to approve the draft 2023 Meeting Schedule. Rodriguez seconded. A discussion was had. The motion was amended.[Amended] Brace motioned to approve the draft 2023 Meeting Schedule [with a new start time of 6:30 P.M.]. Rodriguez seconded. No further discussion. Motion carried.

Update and distribute revised 2023 Meeting Schedule.

Assigned to: Steve Ohs

Due: 02/23/2023

Approval of 2023 Advisory Committee Liaison Schedule (Possible Action)

Discussion about how to handle situations when the trustee assigned the role of Advisory Committee Liaison is unable to attend the PLAC meeting.

Brace moved the approve the Draft Prairie Lakes Library System Liaison Schedule with the revision that Lea will Replace Carillo as Liaison for the March 2023 meeting. Broga seconded. No further discussion. Motion carried.

Update and distribute revised 2023 Prairie Lakes Library System Liaison Schedule.

Assigned to: Steve Ohs

Due: 02/23/2023

Recognition of Past and Present Stakeholders (Possible Action)

Ohs presented a draft resolution recognizing past and present stakeholders. Trustees discussed desires for a larger degree of personalization including names in the resolution, certificates of recognition, and possible recognition from county boards.

Miller motioned for the board to direct Ohs to reach out to the Racine, Rock, and Walworth County boards with information encouraging the recognition of some of the longest-serving trustees of the Arrowhead and Lakeshores Library Systems via each county's own processes. Lea seconded. No discussion. Motion carried.
Tilleros motioned to Direct Ohs to develop a list of the longest-serving trustees of the Arrowhead and Lakeshores Library Systems; and bring a revised draft of the Resolution in Recognition of Past and Present Stakeholders, which should include these names, to the next board meeting. Brace Seconded. No additional discussion. The motion carried.

Develop a list of the longest-serving trustees of Arrowhead and Lakeshores Library System boards.

Assigned to: Steve Ohs

Due: 03/22/2023

Draft and distribute a letter to Racine, Rock, & Walworth County Boards encouraging the recognition of the trustees on the said list.

Assigned to: Steve Ohs

Due: 03/22/2023

Use the said list to develop a more personalized revision of the Resolution in Recognition of Past and Present Stakeholders in lieu of certificates of recognition.

Assigned to: Steve Ohs

Due: 03/22/2023

Authorization for Advisory Committee to Develop Bylaws or Rules (Possible Action)

Broga motioned to accept the language presented in this agenda item's "Director's Note - Advisory Committee Language for System Bylaws" granting the Prairie Lakes Advisory Committee permission to draft bylaws. Seconded by Laufenberg. No additional discussion. Motion carried.

Presentation and Possible Approval of Initial Bylaws Structure (Possible Action)

Schubring motioned to approve the DRAFT Structure of Prairie Lakes Library System Bylaws. Miller seconded. A discussion about creating a bylaws committee and the committee using this DRAFT Structure and the previous Arrowhead and Lakeshores Library System Bylaws as a starting point was had. Motion Carried.

President Smith opened the floor for volunteers to work on a Bylaws Subcommittee.

Nugent and Brace volunteered.

With unanimous consent, Nugent and Brace will work with the System Directors to draft bylaws to bring to present to the board.

Work with Nugent and Brace to set a series of subcommittee meetings to draft bylaws to put before the full board.

Assigned to: Steve Ohs

Announcements

Tilleros shared that, due to the municipality of Waterford's reduction in library funding, two Waterford Public Library staff members have been laid off and are looking for new positions. Please share opportunities with Heather Kinkaid, WPL's director.


The next meeting of the PLLS Board will be in-person with a virtual option, March 22, 2023, at 6:30 P.M. in the Friends Room at Matheson Memorial Library in Elkhorn.

The next Prairie Lakes Advisory Council Meeting is Tuesday, March 7, at 9:30 A.M. in the Community Room at Matheson Memorial Library.

Anticipated Business for Next Meeting

Brace requested an an update on the system's efforts to update member library websites with the help of an American Recovery Plan Act (ARPA)-funded contract position.

Presentation of WiLS Strategic Planning Proposal (Possible Action)

Add ARPA Website Rebuild project to the next board agenda.

Assigned to: Steve Ohs

Due: 03/11/2023

Provide Ohs with an up-to-date list of libraries in this project's queue.

Assigned to: Tovah Anderson

Due: 03/10/2023

Adjourn

A motion to adjourn is required.

Motion to adjourn by O'Hagan. Second by Brace. Motion carried.

Meeting was adjourned by President Smith at 7:54 P.M.

Minutes submitted by Tovah Anderson on February 22, 2023.

Amended by Tovah Anderson on March 22, 2023 – Quorum met. Laufenberg was in attendance.

Attendance

Members

Name Attendance

Tovah Anderson

Steve Ohs

Steven Platteter

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