EAGER FREE PUBLIC LIBRARY
BOARD OF TRUSTEES
MEETING MINUTES FOR JULY 26, 2011
1. Call to Order.
Board President Eloise Eager called the meeting to order at 5:33pm. Trustees present: Gwen Clendenning, Susan Kruser, Kim Miller, Eloise Eager and Walter Shannon (5:49p). Trustees absent: Johanna Lema and Bob Flaherty. Also present- Library Director Kathi Kemp and Friends of Eager Free Public Library member Francette Hamilton.
2. June Minutes.
E. Eager moved to approve the June minutes. G. Clendenning seconded. All in favor, none opposed. Motion carried.
3. July Bills.
Discussed and decided to change coding of young adult literature from adult to children’s category to more accurately reflect children’s material purchases. Change will begin next month.
Friends reimbursed the Library for all the Summer Reading Program prizes and ½ of the cost of the henna program.
E. Eager will evaluate Mango and report back to the board next month.
G Clendenning made a motion to accept the July bills as presented. S. Kruser seconded. Roll call vote. Aye: S. Kruser, G. Clendenning, K. Miller and E. Eager. None opposed motion carried.
4. Personnel Policy.
Discussed distribution of the personnel policy. Will email along with a cover letter. Hard copies available as needed. Signed signature page will be placed in personnel files.
5. Librarian’s Report
Employee and Director evaluation. K. Miller will prepare and send electronic survey to staff for Director evaluation.
Two staff next year will receive longevity bonuses. K. Kemp will prepare cost estimate of increase so can budget appropriately.
Director Kemp will email Board a monthly calendar of library programs. A henna program for teens and Family Game Night are planned.
Library is planning an exhibit of local artist Bob Cufaude’s work in the fall.
Discussion of the Trustee Handbook is tabled to next month.
2011 Budget- Materials purchases are on track. Some library costs are higher than budgeted some are a little lower, should even out by the end of the year.
2012 Budget- Have not received guidance yet from the City on the 2011 budget. Will put forth carpeting purchase and associated expenses as a capital budget request. All other major items such as the furnace and roof are in good shape at the present. Have not requested any capital improvement funds in recent years. Library budget has been flat for last few years. Will request an increase in order to reinstate the Library hours cut last year.
Concealed carry discussion- tabled at recent City meetings. Likely “No Concealed Weapon” signs will be posted in City buildings.
Recording of Minutes- Board had no problem with the Secretary audio recording the meetings for drafting the minutes. S. Kruser made a motion to include ability to record minutes in the by-laws. G. Clendenning seconded. Board discussed and decided 1980 by-laws should be reviewed and updated. S. Kruser withdrew motion. W. Shannon will check with the City re how they handle their meeting recordings.
Will add review of Trustee By-laws to next month’s agenda. Need to draft language for gifts, recording minutes and teleconferencing. E. Eager and S. Kruser will form a “By-Law Sub-Committee” and start the review process.
K. Kemp went to the Historical Preservation Committee meeting and got approval for a sandwich sign on First St. The Friends have agreed to purchase the sign.
Tabled discussion re consultant evaluation until next month.
6. Trustee Elections.
The Election Committee nominated the following slate- President S. Kruser, Vice President Johanna Lema, Secretary W. Shannon, and Treasurer G. Clendenning. E. Eager moved to elect the slate of officers presented by the Committee. K. Miller seconded. All in favor, none opposed. Motion carried. New officers will serve 1 year.
W. Shannon moved to adjourn the meeting. G. Clendenning seconded. All in favor, none opposed. Meeting adjourned at 6:30p.
Mtg min prepared by Secretary K. Miller.
Monday, August 29, 2011
Wednesday, August 3, 2011
Minutes; Evansville Finance: July 7, 2011
City of Evansville
Finance & Labor Relations Committee
Regular Meeting
Thursday, July 7, 2011, 6:30 pm
City Hall, 31 S. Madison St., Evansville, Wisconsin
MINUTES
I. Call to Order. The meeting was called to order at 6:35 pm by Chair Mason Braunschweig. Present: Alderpersons Mason Braunschweig, Todd Culbertson, and Jim Brooks. Also present: Mayor Sandy Decker, City Administrator Dan Wietecha, Carrie Leonard of Johnson Block, and members of the public.
II. Approve Agenda. Culbertson made a motion, seconded by Brooks, to approve the agenda. Motion approved unanimously.
III. Minutes of June 9, 2011. Culbertson made a motion, seconded by Brooks, to waive the reading of and to approve the minutes as presented. Motion approved unanimously.
IV. Citizen Appearances. Fred Juergens, President of the Friends of Eager Free Public Library, encouraged FLR to increase the budget for the library in 2012. He said they should not need to fundraise for basic operations like they did last year. Dick Wolfe commented that the neighboring townships should help pay for library operations like they do the ambulance.
V. 2010 Audit. Leonard presented an overview of the audit for the year ended December 31, 2010. It is an unqualified opinion. The unreserved, undesignated general fund balance is approximately 37% of total general fund expenditures. Public safety expenditures continued their trend upward in 2010; while, other general fund and debt service expenditures remained in line with 2009 levels. General fund revenues were greater in 2010 than 2009. The rate of return on the water and light utility is pretty low at 2.2%. The audit includes a single audit in compliance with the US Office of Management and Budget Circular A-133 due to the amount of federal funds used during the year.
VI. Water & Light Bills. Brooks made a motion, seconded by Culbertson, to accept the Water & Light bills in the amount of $1,153,803.06. Motion approved unanimously on a roll call vote.
VII. City Bills. Brooks made a motion, seconded by Culbertson, to accept the City bills in the amount of $546,349.40. Motion approved unanimously on a roll call vote.
VIII. Unfinished Business:
a. State Budget. Wietecha explained the state budget included a reduction of about $90,000 in intergovernmental revenues to the city. Employee retirement contributions balance most the cut revenues. However, with much of the cost savings in enterprise funds and all of the revenue cuts in the general fund, there is a mismatch. In interest of some degree of parity with union employees who begin making retirement contributions in January, he expects to recommend (in August) some supplemental payment to offset the retirement contributions that non-represented employees will begin making in late August. Overall, the city’s 2012 budget appears doable.
b. Teamsters 695 Grievance. Wietecha said the arbitration hearing is scheduled for August 3.
c. Donations & Fundraising Policy. Wietecha repeated the importance of having a consistent policy for donations and incorporating it in the budget.
IX. New Business:
a. Mid-Year Budget Amendments. Brooks made a motion, seconded by Culbertson, to recommend to Common Council adoption of Resolution 2011-11, Approving Mid-Year Budget Amendments to the 2011 Budget. Wietecha explained the proposed mid-year budget amendments. The park improvements are simply a swap in categories with no fiscal impact. The Police/EMS garage did not include some door and plumbing work; still waiting on a quote for the plumbing, the figures listed in the resolution are not final. The bridge, watermain, and electric line are improvements already approved and financed by the city council but needing to be reflected in the budget. The Youth Center positions had not been explicitly budgeted but are within the dollar amount of their current budget. Motion approved unanimously on a roll call vote.
b. Signs During Bridge Construction. Brooks made a motion, seconded by Braunschweig, to approve use of $1,000 of Bridge Construction Project for directional signage and maps. Brooks explained that this had been requested by the Economic Development Committee. Wietecha said the project budget has room to include this. Motion approved unanimously on a roll call vote.
c. Youth Center Position Descriptions. Brooks made a motion, seconded by Culbertson, to approve the position descriptions for Youth Center Director and Youth Center Coordinator. Wietecha explained that the Youth Center Advisory Board had developed an operating budget which would use the city’s funding to cover the basic facility and staff and fundraising to cover the operations and programming. Having two positions would allow more attention to administration of the Youth Center, fundraising, recruiting volunteers, and provide better supervision. Not being limited term positions, they should not have pay rates listed as part of the descriptions. Motion approved unanimously.
d. Youth Center Hiring. Brooks made a motion, seconded by Culbertson, to approve hiring of Youth Center Director and Youth Center Coordinator. Wietecha noted that under the Budget Amendment Resolution these would be considered budgeted positions. Motion approved unanimously.
e. Personnel Policy/Employee Handbook. Wietecha explained that the personnel policy/employee handbook is four years old. In some places, such as retirement contributions and grievance policy, it needs substantial revisions due to changes in state law. In other places, such as hiring of budgeted positions, it may need some simple updating. The policy should be revised by city staff over the coming month or two for recommendations.
f. Retirement Contributions. Culbertson made a motion, seconded by Brooks, to recommend to Common Council adoption of Resolution 2011-12, Designating Employer Pick-Up Contributions to Retirement Plans. Wietecha explained that retirement contributions required under the new state budget are to be treated as pre-tax contributions. The state budget does not address retirement contributions which have been negotiated by the city. This resolution would make all retirement contributions consistent. Motion approved unanimously on a roll call vote.
g. 2012 Budget. FLR noted the budget scheduled calendar. Wietecha explained that department heads and committees should consider a lean budget when making their requests. The public budget suggestion email will be reset.
X. Adjournment. Culbertson made a motion, seconded by Brooks, to adjourn the meeting. Motion approved unanimously at 8:10 pm.
Finance & Labor Relations Committee
Regular Meeting
Thursday, July 7, 2011, 6:30 pm
City Hall, 31 S. Madison St., Evansville, Wisconsin
MINUTES
I. Call to Order. The meeting was called to order at 6:35 pm by Chair Mason Braunschweig. Present: Alderpersons Mason Braunschweig, Todd Culbertson, and Jim Brooks. Also present: Mayor Sandy Decker, City Administrator Dan Wietecha, Carrie Leonard of Johnson Block, and members of the public.
II. Approve Agenda. Culbertson made a motion, seconded by Brooks, to approve the agenda. Motion approved unanimously.
III. Minutes of June 9, 2011. Culbertson made a motion, seconded by Brooks, to waive the reading of and to approve the minutes as presented. Motion approved unanimously.
IV. Citizen Appearances. Fred Juergens, President of the Friends of Eager Free Public Library, encouraged FLR to increase the budget for the library in 2012. He said they should not need to fundraise for basic operations like they did last year. Dick Wolfe commented that the neighboring townships should help pay for library operations like they do the ambulance.
V. 2010 Audit. Leonard presented an overview of the audit for the year ended December 31, 2010. It is an unqualified opinion. The unreserved, undesignated general fund balance is approximately 37% of total general fund expenditures. Public safety expenditures continued their trend upward in 2010; while, other general fund and debt service expenditures remained in line with 2009 levels. General fund revenues were greater in 2010 than 2009. The rate of return on the water and light utility is pretty low at 2.2%. The audit includes a single audit in compliance with the US Office of Management and Budget Circular A-133 due to the amount of federal funds used during the year.
VI. Water & Light Bills. Brooks made a motion, seconded by Culbertson, to accept the Water & Light bills in the amount of $1,153,803.06. Motion approved unanimously on a roll call vote.
VII. City Bills. Brooks made a motion, seconded by Culbertson, to accept the City bills in the amount of $546,349.40. Motion approved unanimously on a roll call vote.
VIII. Unfinished Business:
a. State Budget. Wietecha explained the state budget included a reduction of about $90,000 in intergovernmental revenues to the city. Employee retirement contributions balance most the cut revenues. However, with much of the cost savings in enterprise funds and all of the revenue cuts in the general fund, there is a mismatch. In interest of some degree of parity with union employees who begin making retirement contributions in January, he expects to recommend (in August) some supplemental payment to offset the retirement contributions that non-represented employees will begin making in late August. Overall, the city’s 2012 budget appears doable.
b. Teamsters 695 Grievance. Wietecha said the arbitration hearing is scheduled for August 3.
c. Donations & Fundraising Policy. Wietecha repeated the importance of having a consistent policy for donations and incorporating it in the budget.
IX. New Business:
a. Mid-Year Budget Amendments. Brooks made a motion, seconded by Culbertson, to recommend to Common Council adoption of Resolution 2011-11, Approving Mid-Year Budget Amendments to the 2011 Budget. Wietecha explained the proposed mid-year budget amendments. The park improvements are simply a swap in categories with no fiscal impact. The Police/EMS garage did not include some door and plumbing work; still waiting on a quote for the plumbing, the figures listed in the resolution are not final. The bridge, watermain, and electric line are improvements already approved and financed by the city council but needing to be reflected in the budget. The Youth Center positions had not been explicitly budgeted but are within the dollar amount of their current budget. Motion approved unanimously on a roll call vote.
b. Signs During Bridge Construction. Brooks made a motion, seconded by Braunschweig, to approve use of $1,000 of Bridge Construction Project for directional signage and maps. Brooks explained that this had been requested by the Economic Development Committee. Wietecha said the project budget has room to include this. Motion approved unanimously on a roll call vote.
c. Youth Center Position Descriptions. Brooks made a motion, seconded by Culbertson, to approve the position descriptions for Youth Center Director and Youth Center Coordinator. Wietecha explained that the Youth Center Advisory Board had developed an operating budget which would use the city’s funding to cover the basic facility and staff and fundraising to cover the operations and programming. Having two positions would allow more attention to administration of the Youth Center, fundraising, recruiting volunteers, and provide better supervision. Not being limited term positions, they should not have pay rates listed as part of the descriptions. Motion approved unanimously.
d. Youth Center Hiring. Brooks made a motion, seconded by Culbertson, to approve hiring of Youth Center Director and Youth Center Coordinator. Wietecha noted that under the Budget Amendment Resolution these would be considered budgeted positions. Motion approved unanimously.
e. Personnel Policy/Employee Handbook. Wietecha explained that the personnel policy/employee handbook is four years old. In some places, such as retirement contributions and grievance policy, it needs substantial revisions due to changes in state law. In other places, such as hiring of budgeted positions, it may need some simple updating. The policy should be revised by city staff over the coming month or two for recommendations.
f. Retirement Contributions. Culbertson made a motion, seconded by Brooks, to recommend to Common Council adoption of Resolution 2011-12, Designating Employer Pick-Up Contributions to Retirement Plans. Wietecha explained that retirement contributions required under the new state budget are to be treated as pre-tax contributions. The state budget does not address retirement contributions which have been negotiated by the city. This resolution would make all retirement contributions consistent. Motion approved unanimously on a roll call vote.
g. 2012 Budget. FLR noted the budget scheduled calendar. Wietecha explained that department heads and committees should consider a lean budget when making their requests. The public budget suggestion email will be reset.
X. Adjournment. Culbertson made a motion, seconded by Brooks, to adjourn the meeting. Motion approved unanimously at 8:10 pm.
Minutes: Evansville Finance: July 28, 2011
City of Evansville
Finance & Labor Relations Committee
Special Meeting
Monday, July 25, 2011, 6:15 pm
Creekside Place, 102 Maple St., Evansville, Wisconsin
MINUTES
I. Call to Order. The meeting was called to order at 6:15 pm by Chair Mason Braunschweig. Present: Alderpersons Mason Braunschweig, Todd Culbertson, and Jim Brooks. Also present: Mayor Sandy Decker and City Administrator Dan Wietecha.
II. Approve Agenda. Culbertson made a motion, seconded by Brooks, to approve the agenda. Motion approved unanimously.
III. Defer Reading of Minutes. Brooks made a motion, seconded by Culbertson, to defer the reading of the minutes of the July 7, 2011, regular meeting to the next regular meeting. Motion approved unanimously.
IV. Citizen Appearances. None.
V. New Business:
a. Position Description: Customer Service Clerk. Wietecha explained that the Customer Service Clerk position description has originally been drafted and approved March 2005, been revised in November 2006, and proposed some minor updates now. Culbertson made a motion, seconded by Brooks, to approve the position description for Customer Service Clerk. Motion approved unanimously.
b. Hiring Customer Service Clerk. Wietecha noted that the Customer Service Clerk had provided notice of her taking another job effective August 5. Streamlining operations is expected to free up staff time (after the first of the year) to allow addressing a backlog of related clerical duties. Brooks made a motion, seconded by Culbertson, to approve the hiring of a Customer Service Clerk. Motion approved unanimously on a roll call vote.
c. Sale of 535 East Main Street. Wietecha explained that the buyer of the former police station had changed lenders and requested an extension to the purchase offer. Culbertson made a motion, seconded by Brooks, to approve extending the Offer to Purchase 535 East Main Street (former police station) through August 31, 2011. Motion approved unanimously on a roll call vote.
VI. Adjournment. Brooks made a motion, seconded by Culbertson, to adjourn the meeting. Motion approved unanimously at 6:25 pm.
Finance & Labor Relations Committee
Special Meeting
Monday, July 25, 2011, 6:15 pm
Creekside Place, 102 Maple St., Evansville, Wisconsin
MINUTES
I. Call to Order. The meeting was called to order at 6:15 pm by Chair Mason Braunschweig. Present: Alderpersons Mason Braunschweig, Todd Culbertson, and Jim Brooks. Also present: Mayor Sandy Decker and City Administrator Dan Wietecha.
II. Approve Agenda. Culbertson made a motion, seconded by Brooks, to approve the agenda. Motion approved unanimously.
III. Defer Reading of Minutes. Brooks made a motion, seconded by Culbertson, to defer the reading of the minutes of the July 7, 2011, regular meeting to the next regular meeting. Motion approved unanimously.
IV. Citizen Appearances. None.
V. New Business:
a. Position Description: Customer Service Clerk. Wietecha explained that the Customer Service Clerk position description has originally been drafted and approved March 2005, been revised in November 2006, and proposed some minor updates now. Culbertson made a motion, seconded by Brooks, to approve the position description for Customer Service Clerk. Motion approved unanimously.
b. Hiring Customer Service Clerk. Wietecha noted that the Customer Service Clerk had provided notice of her taking another job effective August 5. Streamlining operations is expected to free up staff time (after the first of the year) to allow addressing a backlog of related clerical duties. Brooks made a motion, seconded by Culbertson, to approve the hiring of a Customer Service Clerk. Motion approved unanimously on a roll call vote.
c. Sale of 535 East Main Street. Wietecha explained that the buyer of the former police station had changed lenders and requested an extension to the purchase offer. Culbertson made a motion, seconded by Brooks, to approve extending the Offer to Purchase 535 East Main Street (former police station) through August 31, 2011. Motion approved unanimously on a roll call vote.
VI. Adjournment. Brooks made a motion, seconded by Culbertson, to adjourn the meeting. Motion approved unanimously at 6:25 pm.
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