Prairie Lakes Library System

Oct
18

Prairie Lakes Library System Board Meeting 2023-10-18

Prairie Lakes Library System - Waterford Office (Upstairs) - 29134 Evergreen Drive, Suite 600, Waterford, WI 53527

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

Wednesday, October 18 2023

6:00pm - 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
    6:00 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)
    1. Strategic Planning Update and Facilitated Discussion

      Melissa Mclimans from WiLS will provide a brief update regarding the progress of system strategic planning and lead the group in a facilitated discussion. A draft mission, vision, and values document is included in the packet and will feature in this discussion.

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    Items appearing as part of the consent agenda may be approved in a single motion or withdrawn for individual consideration.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

      Document included in packet.

       

    2. Expenditures Report

      Document included in packet.

    3. Budget to Actual Report

      Document included in packet.

  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. System Staff Compensation (Discussion, Possible Action)
      1. Possible Closed Session Under Wis. Stat. § 19.85(1)(c) to Consider Employee Compensation

        Wis. Stat. § 19.85(1) requires that the governmental body pass a motion, by recorded majority vote, in order to convene in closed session.

    2. 2024 Annual Budget (Discussion, Possible Action)
  11. New Business
    1. Presentation and Approval of DRAFT 2024 System Annual Plan (Due to DPI October 30th)

      Director's note:  The draft as presented omits budget data. Budget data will be added to correlate with the outcome of this meeting. The plan will then be submitted to DPI. If needed, the system director will supply an accompanying statement that an amended plan will be filed once staff compensation figures are adopted.

  12. Announcements
    1. PLLS Fall Banquet : Evening, November 16th, 2023 @ 6 PM
    2. Next Meeting: Wednesday, November 29th @ 6:30 PM

      NOTE: This meeting is staggered one week late due to Thanksgiving.

  13. Anticipated Business for Next Meeting
    1. 2024 PLLS Board Meeting Schedule
    2. 2024 Board Officers
  14. Adjourn

    A motion to adjourn is required.

Minutes Tab

Prairie Lakes Library System
org logo

Prairie Lakes Library System Board Meeting 2023-10-18

Wed Oct 18, 2023 11:00 PM - 1:00 AM UTC

Prairie Lakes Library System - Waterford Office (Upstairs) - 29134 Evergreen Drive, Suite 600, Waterford, WI 53527

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

Call to Order

Annette Smith (Board President)

Smith called the meeting to order at 6:01 PM.

Smith called for a motion to approve the agenda.
Tilleros motioned to approve the agenda.
Dinnes seconded.
Discussion: Why have we been approving the agenda? If this practice is to continue, it should be added as a line item to future agendas.
Motion carried.

Welcome and Introductions

Guest Sara Swanson, Director of Graham Public Library was introduced.

Roll

Members Present: Smith, Broga, Lea, Dinnes, Tilleros, Schubring (GoToMeeting), Brace (GoToMeeting), Wilson (GoToMeeting), Miller, Laufenberg;
Members Absent: O'Hagan, Nugent, Carillo, Coffman, (one seat vacant).
PLLS Staff Present: Platteter, Ohs, Erickson, Anderson.
Guests: Sara Swanson (GoToMeeting), Director of Graham Public Library; Rob Nunez, Kenosha Public Library (GoToMeeting, briefly)

Public Comment Period

None

Declaration of Interests Concerning the Agenda

None

Presentations or Group Activities (If Any)

Strategic Planning Update and Facilitated Discussion

As other items on the agenda are expected to require in-depth discussion, instead of attending this meeting, WiLS will be sharing the Strategic Planning Update and feedback questionnaire with the trustees via an email from Steve – expect it in the next few weeks.

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.

Previous Meeting Minutes

Document included in packet.

 

Expenditures Report

Document included in packet.

Budget to Actual Report

Document included in packet.

Brace motioned to approve the consent agenda.
Wilson seconded.
Discussion: 1.) A spelling correction is needed in item 10 – "whither" should be "whether".   2.) Rodriguez resigned prior to the meeting and should not be listed as absent.
Brace amended motion to approve the consent agenda with aforementioned revisions.
Wilson seconded.
Motioned carried.

Approval of Any Items Removed from Consent Agenda

None.

Informational Reports

System Director's Report

Ohs offered a verbal report on the following topics:
1.) Reminder of the 11/16/23 Fall Banquet.
2.) Wisconsin Library Association Conference happening next week.

3.) Gave a brief Strategic Planning update and shared the more about the update trustees will receive from WiLS.
4.) A 2024 Board Retreat is under consideration.
5.) Next Meeting: Draft schedules of board meetings and liasons will be available. 2024 officers will need to be discussed.  

Prairie Lakes Advisory Committee Report

Ohs offered a verbal report on the following topics:

1.) PLAC discussion focused around tech topics, preferences for the 2024 meeting schedule, and topics of interest for a 2024 directors' retreat.

Swanson added: The group has budgetary concerns surrounding hoopla Digital and will be discussing if any system-wide practices can help curb the rising costs.

Tilleros added: library directors gave a lot of feedback on the directors' retreat, and also on virtual options for meetings.

Unfinished Business

System Staff Compensation (Discussion, Possible Action)

Ohs recapped the pertinent documents included in the board meeting packet, calling out any revisions since the last meeting.


Much discussion ensued about the information provided, what information may be available elsewhere, the merits and downfalls of each proposed compensation plan, the ultimate goal of a revised compensation plan, the possibility of a variety of wage study options, and the state of wage increases at member counties.

Broga motioned for a 3% increase on 2023's base salary for all employees in 2024. 2023 Tech Pay should be included without increase as part of 2024's IT salary. The practice of Tech Pay will be discontinued in 2024.
Miller seconded.
Discussion: Should the motion be amended to include a wage study? No, that can be its own motion.
Motion carried. 8 Yay : 2 Nay
Wilson motioned to authorize a fully-independent compensation study by Carslon Dettmann in 2024 (not to exceed the $15,000 quote), and to include $31,000 in the 2024 budget to implement increases (if any) as a result of the Carlson Dettmann study, effective 7/1/2024.
Brace seconded.
Discussion: debated the merits of a full compensation study over the cost savings of other quoted Carlson Dettmann consulting services on the same issue. Discussed the possible formation of a Personnel Committee to tackle the issue.
Motion carried. 8 Yay : 2 Nay

Possible Closed Session Under Wis. Stat. § 19.85(1)(c) to Consider Employee Compensation

Wis. Stat. § 19.85(1) requires that the governmental body pass a motion, by recorded majority vote, in order to convene in closed session.

No closed session was held.

2024 Annual Budget (Discussion, Possible Action)

Miller motioned to approve the budget with the incorporations of tonight's movements.
Wilson seconded.
Discussion: None.
Motion carried.

New Business

Presentation and Approval of DRAFT 2024 System Annual Plan (Due to DPI October 30th)

Director's note:  The draft as presented omits budget data. Budget data will be added to correlate with the outcome of this meeting. The plan will then be submitted to DPI. If needed, the system director will supply an accompanying statement that an amended plan will be filed once staff compensation figures are adopted.

Ohs briefly described what a system plan is and how PLLS' 2024 plan differs from its 2023 plan.

Tilleros motioned to approve the 2024 System Plan.
Dinnes seconded.
Discussion: None.
Motion carried.

Announcements

PLLS Fall Banquet : Evening, November 16th, 2023 @ 6 PM

Next Meeting: Wednesday, November 29th @ 6:30 PM

NOTE: This meeting is staggered one week late due to Thanksgiving.

Anticipated Business for Next Meeting

2024 PLLS Board Meeting Schedule

2024 Board Officers

Edit agenda template to include "Approval of the Agenda".

Assigned to: Steve Ohs

Due: 11/13/2023

Add "Committee Structure" to a future agenda.

Add a brief closed session for Ohs topic to the next agenda.

Discuss possibility of all-virtual winter meeting option.

Adjourn

A motion to adjourn is required.

Smith adjourned the meeting at 8:01 PM.

Miller motioned to adjourn the meeting.
Laufenberg seconded.
Discussion: None.
Motion carried.

Submitted by Tovah Anderson, October 30, 2023.

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