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Meeting Minutes -- July 16, 2009

July 16, 2009 7:30 p.m.
The Chairperson, Colleen Van Auken, called the meeting to order at 7:34 p.m. Present: J. Fausone, M. Siegrist, D. Turner, C. Van Auken
Absent: G. Snow
Also Present: E. Davis, S. Rzetelny, Ed Ura/Management Resource Center, Inc.

Call to Audience

No comments (R. Havenstein-Coughlin, A. Heidemann, L Papa, G. Bell, K. Gladden)

Approval of Agenda

The agenda was approved as submitted

Approval of Minutes

  • Minutes of the June 18th Meeting were approved as written
  • Minutes of the July 2nd Special Interview Meeting were approved as written

Compensation Study Report and Recommendation

Ed Ura from the Management Resource Center summarized the completed salary study and compensation report. The goals of the study were to:

  • Provide management with a structured approach to setting employee pay ranges
  • Ensure that compensation is fair and an accurate reflection of the job performed based on the contribution of jobs to the library, competitiveness with the market and performance of individual employees

The five-month study included: Organization, review and design, planning and information gathering, preliminary program design, job identification and documentation, job evaluation and pay grade development, market research and pay range development and implementation analysis.

Ed Ura and Secretary Fausone had an in-depth discussion of the pay grades presented and how they affected the part time and full time librarians. Secretary Fausone felt that paying the same rate to both part and full time librarians would lead to all librarians becoming full time and strongly disagreed with eliminating that two-tier pay structure. Ed explained that during the job identification it was discovered that the full and part time librarians performed the same job duties, the only difference being reduced hours. He also explained that new job descriptions were being drafted and pay increases would be based on those new job descriptions and all the duties required.

Ed’s recommendation to the board is to:

  • Adopt the system and maintain it
  • Approach payroll budget based on cost of labor as predicted by the program
  • Increase pay for all employees to at least the minimum of the entire pay range
  • Direct additional payroll resources to those below their target pay zone, in a systematic way.

Eva noted that implementation of any of the salary recommendations produced a salary budget below the amount budgeted for 2009. The trustees debated the merits of the study and Trustee Turner asked to defer any decision and vote on implementation of the salary structure to the next board meeting.

Communications

  • Application for TLN board – two seats representing Class VI libraries are open on the board
  • Summer informational correspondence from Snow/Young family
  • Postcard from G. Snow advising of his absence from July 16th meeting

Report of the Library Director

Due to the Governor’s order to dissolve of the Department of History, Arts and Libraries the director has concerns about the viability of State Aid for 2010 and continuation of MEL databases and MeLCat interlibrary loan. These services are funded in part by the State of Michigan through the Library of Michigan. Additional project support comes from the Federal Library Services and Technology Act (LSTA) via the Institute of Museum and Library Services (IMLS). Matching Federal funds for MEL data bases are dependent on full state aid funding. A competing Republican plan is in the works to move HAL as a whole under the direction of the Secretary of State, which may provide more cohesive management. Eva will keep the Board updated.

Old Business

  • Trustee Interview Review and Vote – The trustees reviewed the merits of each of the qualified applicants.
    • D. Turner moved and M. Siegrist supported a motion to appoint K. Schulz to fill the trustee vacancy due to the resignation of J. Gillig.
    • The motion passed unanimously 09/07-16-1
    • The chair acknowledged and thanked all of the candidates and noted that the selection was difficult.
  • 2010 Revenue Projection, discussion of 2010 expenditures
    • Eva reports data from the Township indicating a 9% reduction in revenues for 2010 with the millage levied at 1.498 and a 7% decrease in revenues for a millage levied at 1.5437. Preliminary budgets have been prepared using both millage levies. A levy of 1.498 would require the cuts outlined by Eva last month including, but not limited to
      • reductions in quality of Connections
      • paid holiday changes
      • changing Sunday wages to straight-time as opposed to time-and-a-half
      • elimination of the plant service
      • no out of state travel
      • hiring freeze
      • department heads working weekends
      • delayed computer hardware purchase cycles
      • furlough days
      • cuts to databases (Tutor.com would be eliminated)
  • All expenditures are being cut except for property tax refunds
  • Major equipment or building malfunctions would require a transfer from the existing fund balance
  • Conversion of the RFID system will also require a transfer from fund balance as stated last month (The last withdrawal from the fund balance was to fully fund the pension in 2007.) Additional cuts such as elimination of the staff in-service, longevity, eliminating memberships and any conferences, and further cuts to Connections may also have to be made for 2011
  • Trustees Turner, Fausone and Van Auken stated they would not support increasing the millage to 1.5437. Chair Van Auken was concerned about public perception of raising the millage only one year after lowering it
  • A levy of 1.5437 would allow the library to reduce some of proposed cuts and allow the conversion of the Marketing and Communication Manager position to full time. Trustee Siegrist would support discussion of raising the millage due to his concern about increases in circulation, program demand and patron usage of the library for job searches and entertainment purposes in a struggling economy, but wouldn’t support raising the millage for employee raises. Eva noted that the implementation of the Salary Structure and Marketing Manager conversion would not increase the salary line in 2010 compared to 2009
  • Secretary Fausone stated he would not agree to implementation of the salary structure increase if it required increasing the millage. He acknowledged the administrative staff’s time and effort in preparing the salary structure
  • Secretary Fausone proposed preparation of draft budgets showing carryover of any 2009 fund balance to the 2010 operating budget. The accountant will check with Plante & Moran as to the validity of this suggestion.

New Business

  • 2nd Quarter Budget Amendment
    • J. Fausone moved and D. Turner supported a motion to approve the 2nd Quarter 2009 Budget Amendment
    • The motion passed unanimously 09/07-16-2

Other

Call to Audience

No Comments

Adjourn

Meeting was adjourned at 9:55 p.m.

James Fausone – Secretary/Treasurer