11-17-2005 PLIBMPIONEERLAND LIBRARY SYSTEM BOARD
November 17, 2005, Meeting Minutes
The November 17, 2805; meeting of the Pioneedand Library System board was called to order by ChairOarrison Hale at 7:30
p:m. in the Willmar Public Library meeting room. Roll call was taken; a quorum was announced. Jeff Lopez asked that the
following changes be made to the agenda; V.A.5 - Interest & Investment strategy update (added); V.A.6 - Bill for Willmar
Expendable Trust Fund update (added); V.A.7 — Leiter of support for Atwater's Building Grant; V.B.1 -- New employees
(deleted); and V.D. PLS, Plum Creek & SAMMIE to include Statement of Cooperation: PLS/Plum CreektSAMMIE (modified).
Barb Nelson moved to approve the agenda as modified; second by Bridget Wynn - Kienenberger; carried. Herman
Hannemann moved to approve the October 20, 2005, minutes; second by Stacey Schuette; carried.
Jeff Lopez presented for the Finance Committee:
1) October 2005 financial reports show expected amounts, recommended approval. Ron Antony moved to approve the
October 2005 Financial report; second by Eric Welberg; carried.
2) October 2005 bills/check registers reflect routine expenditures; recommended approval. Eric Welberg moved to approve
the October 2005 bills and check register; second by Todd Patrer; carried.
3) Jeff Lopez reported that the Willmar, Bird Island, Hector, and Kerkhoven libraries were awarded a $2,000 Every Child
Ready to Read grant
4) Jeff Lopez presented the contract for the Willmar Library's 8 -week Spanish Course for approval. Pat Brown moved to
approve signing contract; second by Amy Wilde. Board discussion included appropriateness of use of funds, purpose
of Mardag grant funds to develop and test model forreaching undermerved populations in rural libraries, reasoning behind
location of course, positive impact of bilingualism on children's SAT /ACT scores, level and focus of training, Motion
carried.
5) Jeff Lopez reported that pursuant to October's board motion to compare investment returns, Bremer did offer the best rates
for interest income based on the approved investment strategies:
6} Eric Weiberg reported that board members had not yet had an opportunity to meet with city of Willmar offrcials to discuss
the Willmar Public Library's ceiling leaks due to a design and/or construction flaw, but that these members would continue
to pursue this meeting.
7) Jeff Lopez requested board approval to sign a letter of support for the City of Atwater's building grant Joan Reek dahl
moved to approve signing letter of support second by Ron Antony. After discussion regarding whether PLS would
be obligated for funds in this relocation (no), motion carried.
Paul Setzepfandt presented for the Personnel Committee, recommending approval of the following six policies which had their
first reading at the September 15, 2005, meeting.
1) 203 — Criteria for Salary/Benefit Increases; Non- Represented Employees
2) 213 — Head Librarian Hours
.3) 1106— Compensation for Unused Leave Upon Separation
4) 2301 — Sexual Harassment
5) 2302 — Prevention of Workplace Violence
6) 2302 - Harassment
Paul Setz<epfandt moved to approve an six policies; second by Herman Hannemann; motion carried
Stacey Schuette presented for the Ad hoc Committee on Goals/Evaluation/Restnicturing. The meeting scheduled for
November 1P was cancelled due to weadwand has been rescheduled for Tuesday, November 29th at 5 :30 p.m.
Chair.Hale reported on the ongoing discussions between PLS, PCLS, and SAMMIE. During the most recent meeting,
discussed were areas of possible collaboration andforsharing resources, such as grant writing, delivery service, and providing
services to school districtsilbraries, Chair Hale discussed . the difficulties facing public school and post - secondary libraries. Amy
Wilde noted that special education is a big area for sharing resources for schools without any fear of merging /consolidating.
Chair Hale noted that counties and cities frequently do this in the areas of administrators and engineering /public works staff.
The next meeting will be held January 1111h at the Marshall Community Center from 45 :30 p.m.. Director Houlahan stated he
hoped to talk about sharing costs for PLS staff time with PLS and SAMMIE in the area of grant writing to pursue an LSTA grant
to develop a plan/partnership with PCLS and SAMMIE. Barbara Hoyhtya moved to approve signing statement of
cooperation; second by Jack Sandbwg; motion carried,
Amy Wilde and Director Houlahan discussed current LMC meeting
whose term expire results as well as the need to find a replacement
s January 3, 2006, The replacement tr
board member will be seated after the date of the next LM for Wilde;
January 11�: Amy Wilde asked the board if she should still represent PLS at the January LMC mee#in .Chair }� C meeting on
Promoting one of the designated alternates (Anne Wlkening or John Baker) to serve for Amy Wilde. in addition to
Wilkening and John Baker, other current members of the LMC committee are Dan Rei stad g ale suggested
Lopez Anne
g , Paul Sets -epfandt, and Jeffrey
Chair Hale then asked if any board member who has experience
the Negotiation Committee. Richard Falk volunteered. air Hale volunteered to serve ast e volunteer co serve n an alternate be on
moved to accept Falk as alternate; second by Ron Antony. Joan Reckdahl moved to accept Chair Hale as second
he second alternate, i*ric Welberg
alternate. Eric Welberg and Ron Antony agreed to amend their motion; Joan Reckdahl concurred; motion carried.
With no new business, Director Houlahan presented his Director's Repoli He discussed the upcoming arrred.
March 22, 2006, at the Holiday InnlConvention Center in Willmar. This forum is being put vn joint!
p ng meeting fo be held on
Association and the Minnesota Friends of Libraries Association (MALi7, .the meeting will focus an the cancems r boa
jointly by Elie Mid Library Trustee
trustees and friends' groups in rural areas Until January 1, MALF is requesting subjects for discussion and desired a rd
items, Chair Hale suggested issues relating to MN Stat 134 - Governance and Models of Libra Systems Benda
federal, etc.). Director Houlahan asked board members t4 contact him if they have suggestions, ry y tems (e,g., consolidated,
held about 10 a.m. to 3 p.m. on March 22, 2006, g9 The meeting will probably be
Chair Hale asked Director Houlahan to update members on the December 15 City and County Administrators Libra
Director Houlahan asked Holly Johnson to explain the list of names provided to board members at ry e meeting,
She provided each board member with the names) of individuals invited to the summit who had not yet RSVPe of the meeting,
board members to contact the individuals to encourage them to RSVP for themselves or their designee, d. She asked
to attend the summit g , oonceming (heir intent
Director Houlahan requested Nominating Committee members to meet after the meeting to set the date for their Meeting.
Amy Wilde discussed:how the lateness in releasing the most current M.O.E. information affected several cities/counties
PLS. She reported that the MN state auditor had presented information about the `unfunded mandates in her icy and
how unfunded mandate reform might address the timing
community and
could adopt a resolution recommending the figures used insdetermini g M.O.E. be from then previous Year of t Powers Boards
year. This resolution.would go to all PLS goveming bodies, who could adopt it Further, the state auditor reported that if it
P year and not the current
receives ti or more such resolutions, it wr11 post them on its website as a recommendation to the legis fat ura to address, A
Wilde recommended all cities and counties do this at their local level and offered fo draff a mode! resolution using Amy
format for review at the December 15� Joint Executive goardlFinance Committee _meeting. g the state's
.Joe Fagnano moved to adjourn the meeting; second by Francis Schweiss; motion carried.
p.m. Meeting adjourned at 8:30
Respectfully submitted,
Holly Johnson, Recording seaetary