Minutes and Bill Registers

President Bergman called the meeting to order at 12:05. Bloedow moved and Chandler seconded approval of the minutes of the November 13, 2002, meeting. The motion passed. Schuesser moved to approve the November bill register, Chandler seconded, and the motion passed.

2003 Budget

Dawson stated that the 2003 City Budget had been approved by the City Council. Bloedow made the motion to accept the 2003 Library budget as adopted by the City Council and Schuessler seconded. The motion passed.

OWLS Resource Library Contract

Dawson outlined the Resource Library contract that he and OWLS Director Rick Krumwiede have agreed upon. Calumet County funds are now part of a separate agreement adopted earlier. Bergen moved to approve the contract, Chandler seconded, and the motion passed.

Finance Policy

A draft copy of the revised Financial Policy was distributed. Dawson relayed suggestions from City Finance Director Maertz with his endorsement as amendments to the staff proposal. Schuessler made a motion to accept the changes in the Finance Policy, Bloedow seconded and the motion passed. Funds from the checking account will be transferred to revenue accounts. A draft of the proposed new revenue report was distributed to the Board.

Personnel Committee Report

Committee Chair Schuessler moved and Bergen seconded that the Board meet in closed session pursuant to Wisconsin statute 19.85(1) to discuss personnel matters. The vote was unanimous and the Board moved into closed session at 12:25. The Board reconvened in open session at 12:40. Schuessler made the motion to recommend that Dawson should receive a general pay adjustment, deYoung seconded and the motion passed. The Board has recognized Terry’s exceptional performance and goes on record to say he has exceeded his goals and Board’s expectations in 2002. However, due to the current harsh economic climate and the fact that Terry is well into his 4^th quartile range, the Board will not award a performance adjustment.

Schuessler recommended that the draft Travel Policy be adopted, effectively making the Library Policy substantially identical to the City’s. Ducklow moved to accept the recommendation, Chandler seconded, and the motion passed.

Director’s Report

Construction of the second floor computer lab is well underway and the lab should be operational by mid January. Staff is presently in Seattle for Gates training.

Dawson discussed follow-up on ideas from the Board Retreat on November 22, 2002. He told the Board that he would be meeting with a group of downtown non-profit organizations. He asked Wiltzius to discuss the Library Marketing Plan. She said that the library tries to communicate electronically as much as possible to save postage costs. Other marketing techniques include refrigerator magnets with library hours, print ads, direct mail, and interviews. The largest concern is the lack of staff quality time to pull everything together. The Marketing Committee will be meeting soon to discuss ways to promote the Library. Since the Friends of the Appleton Library is no longer a 501(c)(3), their funds will be transferred to the Appleton Library Foundation.

A copy of the 1990 Encyclopedia Britannica has been donated. The Library will place the 1990 copy on the Reference shelves and keep the 1986 copy will be in circulation, addressing the concerns expressed by John Purvins at the November 13, 2002 meeting.. Dawson agreed to notify Purvins.

Dawson noted that there were sufficient funds remaining to purchase the security system upgrade which had not been included in the budget. This will include additional cameras and a digital recorder. There was discussion as to the level of responsibility library staff should have for supervising the parking lot.

Other Business

Dawson distributed a draft smoking policy for discussion. Developed in discussion with Police, Transit, Health and the Attorney’s office, this policy would prohibit smoking on library grounds, with the exception that staff would be permitted to smoke outside the staff entrance, since they do not have the option of going elsewhere.. The Board will vote on the policy at the January meeting.

Schuessler moved to adjourn, Bergen seconded and the meeting adjourned at 1:06 PM.