Agenda Item # 4 w w w. B a t a v i a P u b l i c L i b r a r y. o r g MINUTES Standing Committee on Services Board of Trustees Batavia Public Library District 1. Call to Order Special Meeting Thursday 7 May 2015 Trustee Sullivan called the meeting to order at 6:37 p.m. in the Elizabeth L. Hall Conference Room of the Batavia Public Library. 2. Call the Roll Committee Members Present: Diane L. Blodgett, Maureen A. Jakubowski, and Douglas S. Sullivan Committee Members Absent: None Other Trustees Present: Cara M. Schuster Staff Members Present: Director George H. Scheetz, Michele M. Martzel (arrived at 7:14 p.m.), Leandra E. Pottle, and Deputy Director Joanne C. Zillman Visitors Present: None 3. Approve the Agenda Trustee Sullivan asked whether there were any changes to the agenda. Motion by Trustee Jakubowski to approve the agenda, as presented. Seconded by Trustee Blodgett. All: Aye. The motion carried. 4. Approve the Minutes: Special Meeting, Thursday, 9 April 2015 Trustee Sullivan asked whether there were any changes to the minutes. Motion by Trustee Blodgett to approve the minutes of the special meeting, as presented. Seconded by Trustee Sullivan. Roll Call: Blodgett, aye; Jakubowski, abstain; Sullivan, aye. The motion carried, 2 0, with one abstention. 5. An Ordinance Adopting a Policy on Service to Non-Residents (ORDINANCE 2015 002) Director Scheetz stated that the purpose of this agenda item was to request the Board to approve a revised Policy on Service to Non-Residents, which supplements an existing Policy on Borrowing Privileges. 10 South Batavia Avenue Batavia, IL 60510-2793 (630) 879-1393 FAX (630) 879-9118
The Board is required to decide, each year, whether it will serve non-residents. It is useful to define the Library s service to non-residents in a formal policy statement that includes a detailed explanation of the fees, and provides more detail in implementing Section 30 55.60 of the Public Library District Act of 1991 [75 ILCS 16/30 55.60]. Discussion followed. In response to a question from Trustee Sullivan, discussion followed on changes to the revised policy. Director Scheetz reported that the proposed policy incorporates the following changes from the policy currently in force: The tax rates and total income from local property tax sources were updated with the most the current information for 2015 2016, in Sections (8)(c) and (8)(e). The Policy on Borrowing Privileges was incorporated by reference, as follows: Policy on Borrowing Privileges: (1) The actual use of a Library Card to borrow book and other materials from the Library is governed by the Policy on Borrowing Privileges, q.v., the current version of which is incorporated herein by reference. (2) This Policy on Service to Non-Residents is an interpretation of and a supplement to the Policy on Borrowing Privileges. In response to a question from Trustee Jakubowski, discussion followed on non-resident property owners eligibility for service. Motion by Trustee Jakubowski to recommend that the Board of Library Trustees approve An Ordinance Adopting a Policy on Service to Non-Residents (Ordinance 2015 002), as presented. Seconded by Trustee Blodgett. All: Aye. The motion carried. The Committee requested Director Scheetz to include this item on the Consent Agenda. 6. A Resolution Approving and Authorizing the Library Director to Execute the ILLINET/ OCLC Services Program Member Agreement, Fiscal Year 2016 (Illinois State Library) (RESOLUTION 2015 004) Director Scheetz stated that the purpose of this agenda item was to request the Board to approve the ILLINET/OCLC Services Program Member Agreement, Fiscal Year 2016. Director Scheetz reported that the ILLINET / OCLC Services Program of the Illinois State Library provides Group Services pricing for the Batavia Public Library District, which includes unlimited use of many OCLC products and waived telecommunications charges. (ILLINET is the Illinois Network.) OCLC (Online Computer Library Center) is a worldwide library cooperative. Founded in 1967, OCLC is a not-for-profit, membership, computer library service and research organization dedicated to the public purposes of furthering access to the world s information and reducing information costs. The proposed Member Agreement supersedes the prior contract (Governing Member Agreement) that was signed for Fiscal Year 2008. Discussion followed. Motion by Trustee Schuster to recommend that the Board of Library Trustees approve A Resolution Approving and Authorizing the Library Director to Execute the ILLINET / OCLC Services Program Member Agreement, Fiscal Year 2016 (Resolution 2015 004), as presented. Seconded by Trustee Jakubowski. All: Aye. The motion carried. MINUTES (STANDING COMMITTEE ON SERVICES) 7 MAY 2015 PAGE 2 OF 6
The Committee requested Director Scheetz to include this item on the Consent Agenda. 7. New Strategic Plan Director Scheetz stated that the purpose of this agenda item was to recommend the approval of a Plan of Action in support of the New Strategic Plan, including a set of Goals as a basis for action. Director Scheetz reported that the Leadership Team 1 for the New Strategic Plan took elements from the Northern Illinois University (NIU) report and repackaged them as action items for the Board s consideration. He noted that the idea was to create clear areas of focus that could be addressed creatively, flexibly, and in a way that all stakeholders of the Library could understand. Discussion followed. The following Goals were suggested by the NIU Center for Governmental Studies: Goal 1 To provide quality and community-focused collections, services, and programs Goal 2 To provide a welcoming and comfortable destination Goal 3 To provide a well-run library In response to a question from Trustee Sullivan, discussion followed on the Action Teams. Director Scheetz noted that the next step in the strategic planning process was to organize Action Teams, one for each Goal, for the purpose of recommending Objectives / Projects. Each Action Team would include one (1) Trustee, the Library Director, 1 3 members of the Leadership Team, and other managers, as needed. Objectives / Projects will be recommended periodically (but no less than on an annual basis) by an Action Team for each Goal. Each year, each Action Team will present Objectives / Projects for its Goal to the Standing Committee on Services for review and the Board of Library Trustees for approval. Motion by Trustee Blodgett to recommend that the Board of Library Trustees (1) acknowledge receipt of Batavia Public Library Strategic Plan, a report prepared by from the NIU Center for Governmental Studies; and (2) approve the revised Strategic Planning Outline, including a Plan of Action, as presented, to replace pp. 10 11 of the Batavia Public Library Strategic Plan ; and (3) adopt the set of Goals, as presented, as the basis for the Batavia Public Library s Strategic Plan. Seconded by Trustee Jakubowski. All: Aye. The motion carried. The Committee requested Director Scheetz to include this item on the Regular Agenda. At the Board meeting, Trustee Sullivan will issue a call for volunteers and appoint one Trustee to each Action Team. 1 Leadership Team (in alphabetical order by surname): Kerry K. Halter, Michele M. Martzel, Kathy A. Moecher, Stacey L. Peterson, Pamela W. Weber, Joanne C. Zillman MINUTES (STANDING COMMITTEE ON SERVICES) 7 MAY 2015 PAGE 3 OF 6
8. Performance Appraisal for Library Director Director Scheetz noted that the Board originally adopted the use of a 360-degree feedback system for the Library Director in February 2006 as part of the annual performance appraisal process. Over the subsequent nine years, the system s focus was changed from generating useful feedback for the Library Director to serving as an ancillary review system for the Board of Library Trustees. In response to a question from Leandra E. Pottle, the Library s Human Resources manager, related to the overall performance appraisal process for the Library Director, Trustee Sullivan stated that the Board would continue to determine the Director s salary adjustment each year. In other words, the numerical rating (if any) would not be used to calculate the Director s salary increase. At the request of Trustee Sullivan, Pottle presented an overview of a proposed new instrument for used by Direct Reports. The instrument, which was included in the Committee packet, uses numerical ratings, as requested by Trustee Sullivan. Discussion followed. In response to a question from Pottle, discussion followed on whether to incorporate a field for comments in the instrument for Direct Reports. Martzel arrived at 7:14 p.m. In response to a question from Trustee Sullivan, discussion followed on whether to open this process to other participants, such as the Library Director s peers in the community or other Library employees. The consensus of the Committee favored using the proposed new instrument, but with Direct Reports only. Director Scheetz observed that he was considering using this instrument to gather feedback on the members of the Management Team from their direct reports. A lively discussion followed. Director Scheetz described the overall appraisal process for the Library Director, which generally includes the following steps: Schedule: The process will take place during April June each year; salary adjustments will take effect with the first pay period of the new fiscal year. Facilitator: The Board President, as chair of the Standing Committee on Services, will facilitate the overall process. Instrument for Direct Reports: In late May early June, the Library Director s direct reports will complete the designated instrument and return it to the Board President. Instrument for Board of Library Trustees: In late May early June, the Trustees will complete the designated instrument and return it to the Board President. Review in Closed Session: The Board President will facilitate a discussion of the Library Director s performance in a closed session at the regular meeting in June, at which the Director will be asked to excuse himself. The Board of Library Trustees will rate the Library Director s performance, provide comments, determine a salary adjustment, and suggest possible goals for the coming year. MINUTES (STANDING COMMITTEE ON SERVICES) 7 MAY 2015 PAGE 4 OF 6
Meet with Director: The Board President (either alone or with one other Trustee from the Standing Committee on Services) will meet with the Library Director to present the results of the process and discuss possible goals for the coming year. New Goals: The Standing Committee on Services will work with the Library Director to establish goals for the coming year for approval by the Board of Library Trustees at its regular meeting in July. Director Scheetz reported that the Library would continue to use SurveyMonkey (or a similar product) to complete both appraisal instruments, and that Leandra E. Pottle, as the Library s Human Resources manager, would work with Trustee Sullivan on this project, in order to guarantee the anonymity of the employees that are invited to participate in the survey. Motion by Trustee Sullivan to recommend that the Board of Library Trustees approve, for the Library Director s performance appraisal for 2014 2015, the primary instrument for use by the Board of Library Trustees, the secondary instrument for use by the Library Director s direct reports, and the appraisal process, as presented. Seconded by Trustee Blodgett. All: Aye. The motion carried. The Committee requested Director Scheetz to include this item on the Consent Agenda. Director Scheetz commended Pottle for her work in identifying and bringing forward new performance appraisal instruments for the Board s consideration. 9. Future Agenda Items Policy on Conduct and Policy on Unattended Children Policy on Calls for Action from Professional Associations Policy on Use of Personal Devices for Library Business 10. Comments from the Committee Trustee Sullivan summarized the events that led to the withdrawal of the Library s request for a TIF grant from the City of Batavia. He sent a letter to the Mayor and Aldermen in which he expressed the Board s interest in working with the City Council in the future. Trustee Sullivan reported that he planned to submit a letter to the editor on the same topic. Discussion followed. The consensus of the Committee supported the idea of such a letter to the editor. There were no additional comments from the Committee. 11. Next Meetings or Events a. Board of Library Trustees (Regular Meeting), Tuesday, 19 May 2015, 7:00 p.m., Elizabeth L. Hall Conference Room, Batavia Public Library b. Sunday before Memorial Day, Sunday, 24 May 2015, Library Closed c. Memorial Day (last Monday in May), Monday, 25 May 2015, Library Closed [F] d. Summer Library Hours on Sunday Begin (1:00 4:00 p.m.), Sunday, 31 May 2015 e. Standing Committee on Services, Thursday, 4 June 2015, 6:30 p.m., Elizabeth L. Hall Conference Room, Batavia Public Library MINUTES (STANDING COMMITTEE ON SERVICES) 7 MAY 2015 PAGE 5 OF 6
f. Board of Library Trustees (Regular Meeting), Tuesday, 16 June 2015, 7:00 p.m., Elizabeth L. Hall Conference Room, Batavia Public Library g. ALA Annual Conference (San Francisco), Thursday Tuesday, 25 30 June 2015 h. Observance of Independence Day, Friday, 3 July 2015, Library Closed [F] i. Independence Day, Saturday, 4 July 2015, Library Closed j. Standing Committee on Services, Thursday, 9 July 2015 No Meeting Director Scheetz reported that he is at the ALA Annual Conference, June 25 30, and on vacation leave, July 1 3, and will not have an opportunity to prepare Committee packets. k. Board of Library Trustees (Regular Meeting), Tuesday, 21 July 2015, 7:00 p.m., Elizabeth L. Hall Conference Room, Batavia Public Library l. Standing Committee on Services, Thursday, 6 August 2015, 6:30 p.m., Elizabeth L. Hall Conference Room, Batavia Public Library m. Board of Library Trustees (Regular Meeting), Tuesday, 18 August 2015, 7:00 p.m., Elizabeth L. Hall Conference Room, Batavia Public Library n. Staff Development Day (4th Friday in August), Friday, 28 August 2015, Library Closed o. Library Card Sign-Up Month, September 2015 launched in 1987 as a national campaign: every child should obtain a library card p. Standing Committee on Services, Thursday, 3 September 2015, 6:30 p.m., Elizabeth L. Hall Conference Room, Batavia Public Library q. Sunday before Labor Day, Sunday, 6 September 2015, Library Closed r. Labor Day (1st Monday in September), Monday, 7 September 2015, Library Closed s. Regular Library Hours on Sunday Begin (12:00 noon 5:00 p.m.) (Sunday after Labor Day), Sunday, 13 September 2015 t. Board of Library Trustees (Regular Meeting), Tuesday, 15 September 2015, 7:00 p.m., Elizabeth L. Hall Conference Room, Batavia Public Library 12. Adjournment Motion by Trustee Sullivan to adjourn the special meeting. Seconded by Trustee Blodgett. All: Aye. The motion carried. Trustee Sullivan declared the meeting adjourned at 7:29 p.m. Respectfully submitted, George H. Scheetz Director MINUTES (STANDING COMMITTEE ON SERVICES) 7 MAY 2015 PAGE 6 OF 6