Prairie Lakes Library System

Jul
26

Prairie Lakes Library System Board Meeting 2023-7-26

Matheson Memorial Library - 101 N Wisconsin St, Elkhorn, WI 53121 - Community Room (Across from Inner Library Entrance)

https://meet.goto.com/151066053
Phone: +1 (872) 240-3311 – Access Code: 151-066-053

Wednesday, July 26 2023

6:30pm - 8:00pm CDT

 

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.

Virtual Connection Information:

Web URL: https://meet.goto.com/151066053

Via Phone: +1 (872) 240-3311 – Access Code: 151-066-053

Agenda

  1. Call to Order
    6:30 pm CDT

    Annette Smith (Board President)

  2. Welcome and Introductions
  3. Roll

    Brace, Broga, Carillo, Coffman, Dinnes, Laufenberg, Lea, Miller, Nugent, O'Hagan, Rodriguez, Schubring, Smith, Tilleros, Wilson, Advisory Committee Liaison Michelle Carter (Aram Public Library).

  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    Items appearing as part of the consent agenda may be approved in a single motion or withdrawn for individual consideration.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

      May minutes are included in the packet. Unofficial minutes from June are also included in the packet, though a quorum was not present and no business was conducted.

      PLLS Board Meeting Minutes - May 2023-1.pdf PLLS Board Meeting Minutes - June 2023.pdf
    2. Expenditures Report

      Expenditures report included in the packet.

      July Check Register.pdf
    3. Budget to Actual Report

      Financial report included in the packet.

      July Board Financial.pdf
    4. Budget Revision 2023-2
      PLLS Budget Revision 2023-2 - Sheet1.pdf
  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

      Included in the packet.

      System Director's Report - PLLS Board Meeting - 2023, June-1.pdf
    2. Prairie Lakes Advisory Committee Report

      Oral report by Tilleros/Ohs.

  10. Unfinished Business

    NOTE:  A hard-stop on discussion is recommended at 7:45 pm. The Matheson Memorial Library closes at 8 pm.

    1. Draft PLLS Procurement Policy - Possible Action
      DRAFT 2 - PLLS Procurement Policy-1.pdf
    2. Draft PLLS Employee Vacation and Leave Policy - Possible Action
      DRAFT 2 - PLLS Employee Vacation and Leave Policy-1.pdf
  11. New Business
    1. Local Government Investment Pool (LGIP) Resolution for Board Approval - Possible Action
      LGIP Form.pdf
    2. 2024 Intersystem Agreement with Bridges Library System - Possible Action

      Director's Note: this is an annual agreement required by Wis. Stat. 43.24(2)(g) in order to receive system state aid. 

      Signed 2024 Intersystem Agreement PLLS Bridges.pdf
    3. 2024 Cross-County Funding Memorandum with Bridges Library System - Possible Action

      Director's note: approval of this memo is an annual custom of the Bridges Library System.

      Signed 2024 County Funding Memorandum - PLLS Bridges.pdf
  12. Announcements
    1. Next Meeting: Wednesday, August 23rd @ 6:30 PM
  13. Anticipated Business for Next Meeting
    1. Continued Work on System Policy Framework
    2. Draft 2024 System Budget
  14. Adjourn

    A motion to adjourn is required.

Minutes Tab

Prairie Lakes Library System
org logo

Prairie Lakes Library System Board Meeting 2023-7-26

Wed Jul 26, 2023 11:30 PM - 1:00 AM UTC

Matheson Memorial Library - 101 N Wisconsin St, Elkhorn, WI 53121 - Community Room (Across from Inner Library Entrance)
https://meet.goto.com/151066053 | Phone: +1 (872) 240-3311 – Access Code: 151-066-053

Call to Order

Called to order at 6:30 PM by Tilleros, Acting Chair.

Welcome and Introductions

Roll

Quorum was met.

Trustees: Present: Brace (GoTo Meeting), Broga, Coffman (GoTo Meeting), Dinnes, Laufenberg, Lea (GoTo Meeting), Miller (GoTo Meeting), Nugent, Rodriquez, Schubring (GoTo Meeting), Smith (GoTo Meeting), Tilleros, Wilson; Absent:  O'Hagan, Carillo
Staff Present: Ohs, Platteter, Erickson, Anderson

Public Comment Period

None.

Declaration of Interests Concerning the Agenda

None.

Presentations or Group Activities (If Any)

None.

Approval of Consent Agenda

Motion to approve the consent agenda by Wilson. Second by Broga.
Discussion: Miller asked to withdraw item d. Budget Revision 2023-2.

Wilson amended the motion to approve the consent agenda with item d. Budget Revision 2023-2 withdrawn. Second by Broga. No further discussion. Motion passed.

Previous Meeting Minutes

Included: PLLS Board Meeting Minutes - May 2023-1.pdf
Included: PLLS Board Meeting Minutes - June 2023.pdf (Minutes from June are Unofficial–a quorum was not present and no business was conducted.)

Expenditures Report

Included: July Check Register.pdf

Budget to Actual Report

Included: July Board Financial.pdf

Budget Revision 2023-2

Included: PLLS Budget Revision 2023-2 - Sheet1.pdf

Approval of Any Items Removed from Consent Agenda

d. Budget Revision 2023-2 – Included: PLLS Budget Revision 2023-2 - Sheet1.pdf

Ohs gave a brief description of each line of the proposed budget revision. Discussion ensued–mostly about finances related to the resolution of a county funding compliance issue Lakeshores Library System and Walworth County worked through–the issue stemmed from an error in the county funding formula.

Miller motioned to approve the first 3 lines of Budget Revision 2023-2 (Utilities & Alarm - Evergreen; Local Hop; & CE & Conference Expenses). Second by Broga. Motion passed.
Rodriguez motioned to table the last two lines of Budget Revision 2023-2 (Walworth Co. Funds, and Walworth Co. Funds to Reserves) until more information can be provided. Second by Smith. Motion passed.

Write a summary about the past Walworth County funding formula error and its resolution. Include financial data and possible actions.

Assigned to: Steve Ohs

Due: 08/28/2023

Informational Reports

System Director's Report

Included: System Director's Report - PLLS Board Meeting - 2023, June-1.pdf

Ohs recapped his written report, correcting the Date of the Mission, Vision& Values session to September 21 (not 12) and adding that PLL is working on a Draft 2024 budget and on a system compensation plan/schedule.

Prairie Lakes Advisory Committee Report

Oral report by Tilleros/Ohs.

Tilleros added he was impressed with the attendance and participation and encouraged all trustees to attend a meeting. Tilleros also highlighted a discussion about the future of youth service consulting at PLLS, prompted by the departure of the system's current consultant.

Unfinished Business

Draft PLLS Procurement Policy - Possible Action

Included: DRAFT 2 - PLLS Procurement Policy-1.pdf

Miller motioned to approve the Draft PLLS Procurement Policy. Second by Dinnes. Discussion: Revisited the monetary thresholds that trigger bidding requirements. Decided there should be a requirement that the board be informed and give some type of post-emergency expenditure approval.

Miller amended the motion to approve the Draft PLLS Procurement Policy with the following addition to item 3.7: "Any emergency expenditure approved by the president and treasurer will be brought to the board for ratification at the next regular board meeting. Second by Dinnes. The motion passed, one nay.

Revised item 3.7 to match the language in the motion: 3.7: "Any emergency expenditure approved by the president and treasurer will be brought to the board for ratification at the next regular board meeting. 

Assigned to: Steve Ohs

Draft PLLS Employee Vacation and Leave Policy - Possible Action

Included: DRAFT 2 - PLLS Employee Vacation and Leave Policy-1.pdf

           Ohs recapped the updated draft. Discussion ensued, board requests these updates:
            • 7.4 becomes 6.4 or section 7.4 become an introduction to the policy
            • 4.1 revise second sentence, change "maternity/paternity leave" to parental leave
            • 7.3 clarify paid at $75 per 8 Hour day

Motion by Nugent to table the Draft  PLLS Employee Vacation and Leave Policy. Second by Schubring. Motion passed.

Revised the Draft PLLS Employee Vacation and Leave policy: • 4.1 revise second sentence, change "maternity/paternity leave"   to parental leave• Several options to revise section 7.4:        – 7.4 becomes 6.4        – 7.4 becomes an introduction or preface to the overall policy        – 7.4 becomes section 14• 7.3 clarify paid at $75 per 8 Hour day

Assigned to: Steve Ohs

New Business

Local Government Investment Pool (LGIP) Resolution for Board Approval - Possible Action

Included: LGIP Form.pdf

Broga motioned to approve the Local Government Investment Pool (LGIP) Resolution. Second by Brace. Motion passed.

2024 Intersystem Agreement with Bridges Library System - Possible Action

Included: Signed 2023 Intersystem Agreement PLLS Bridges.pdf

Wilson motioned to approve 2024 Intersystem Agreement with Bridges Library System. Second by Dinnes. Motion passed.

2024 Cross-County Funding Memorandum with Bridges Library System - Possible Action

Included: Signed 2024 County Funding Memorandum - PLLS Bridges.pdf

Rodriguez motioned to approve 2024 Cross-County Funding Memorandum with Bridges Library System. Second by Wilson. Motion passed.

Announcements

Next Meeting: Wednesday, August 23rd @ 6:30 PM

Anticipated Business for Next Meeting

Additions:

Continued Work on System Policy Framework

Draft 2024 System Budget

Add the following to next board agenda:• Walworth County reserve funding reimbursement• Trustee Bio project

Assigned to: Steve Ohs

Adjourn

Adjourned by Tilleros at 7:33 PM

Broga motioned to adjourn. Second by Schubring. Motion passed.

Submitted by Tovah Anderson July 26, 2023.

Attendance

Members

Name Attendance

Tovah Anderson

Steve Ohs

Steven Platteter

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