Chairman Gary Brenniman called the meeting to order in the Library Board Room at 7:05 p.m.
Roll Call: Present were Committee members Gary Brenniman, Ginny Carlson, Sue Wiggins and Cindy Ward. Trustee Kris Johnson also attended.
Mr. Harris, Library Director, was also present
Public comment: None
Assistance for Director on projects:
The Committee reviewed the report Mr. Harris had prepared on the list of items that were presented at the last meeting, with which he believed he could use assistance.
Mr. Harris had prepared a document explaining how we use volunteers, a sample letter to mail to people who request to be volunteers, an outline of a training program, and material for the new personnel handbook describing the Library. He will share these with the Trustees.
Mr. Harris was directed to turn over the project of documenting written procedures for Friends of the Library ongoing activities to the Friends of the Library, with a target date of May 31, 2010. He will review the final documents, when they are written, and offer help as needed to the Friends in preparing these documents.
The training program includes an opportunity, once every 3 months, for new staff to meet with the Director on library-wide training topics, such as our values, the importance of libraries in our society, basic emergency training, and other general topics.
The staff analysis study is to be revisited once the revised and updated job descriptions are finished. The Committee advised against using an outside consultant for this. Mr. Harris noted this will need examination, in line with the general goal of using our operating budget most efficiently.
Goal 3-4, “Exceptional performance is recognized either in a monetary or non-monetary way,” should be changed to eliminate “monetary or”, since we will not be pursuing merit pay.
As part of the Fundraising Plan, goal 6-2, Mr. Harris will write up a handout encouraging donations, by February 28, 2010.
The rewritten or revised goals mentioned above will be discussed by the Strategic Planning Committee.
Evaluation forms used by Trustees for Director’s performance: Trustee Carlson had created a Director Evaluation form, which would have a grading scale 1-5 like the administrative team’s form used earlier. Various changes were made to the wording. Trustee Carlson will make these pen and ink changes, and give them to Norma Moore to rewrite the form within a month. It was suggested that the previous administrative team form not be used, but be incorporated into this document, and that the Administrative Staff Relations section be completed separately by the administrative team, before Trustees complete the rest of the form. The Director Relations Committee will then reconsider the entire form.
The next meeting of the Committee will be February 8, at 7:00 p.m.
Adjournment. There being no further business, Mrs. Wiggins moved, and it was seconded, to adjourn the meeting. All ayes, motion carried. The meeting adjourned at 7:52 p.m.
Notes taken by Kris Johnson