MINUTES OF THE LA GRANGE PUBLIC LIBRARY
SPECIAL BOARD OF TRUSTEES MEETING
Tuesday, May 22, 2007
Present: Bill Coffee, Jane Byczek, Caroline Coryell, Becky Spratford, Rose Taylor, Steve Wolf
Absent: Mary Nelson
Staff: Steve Moskal, Pat Prohl, Nancy Kerr, Noel Zethmeyr, Debbie Darwine, Nancy Hardisty
Presenters: Dick Watson and Roz Bonarz--ESC
Eric Van Cleven--MAI
Meeting opened by President Bill Coffee at 7:31 p.m., who turned the meeting over to Jane Byczek.
Jane introduced Mr. Watson and Ms Bonarz, who had met with the Finance Committee previously (as had Mr. Van Cleven).
Dick Watson spoke briefly of his background and work with Executive Service Corps of Chicago. He worked in Human Resources in the private sector for more than 20 years, mainly in the compensation area. He pointed out that he and Ms. Bonarz were volunteers and that ESC has only a small paid staff with the consulting work done by volunteers.
Roz Bonarz spoke briefly of her own background which includes Business Manager for a library and volunteer work for libraries and MLS. She also has worked in a managerial capacity for several public or non-profit entities.
They had already sent their proposal to the Library which outlined what they could do, in response to the ideas, concerns and questions posed by the Finance Committee members when they met with them.
Dick and Roz stress that they believed the employees should be heavily involved and envisioned at least 3 to 4 meetings with staff members to draft a questionnaire and work on job descriptions. They thought they would be finished by the end of August but would be available for consultation after that (for more money). Roz said meetings with the committee members would be frequent during the project.
Jane said that the board and staff need help clarifying a "vision" for the new library which would encompass staff jobs, training if needed, patron service, and re-visiting the Long Range Plan.
Roz felt that the staff "know best: what they want and need and the structure of the building would dictate staff requirements, and compensation.
Several Board members pointed out that we are looking to learn whether more staff is needed or if the current jobs can be re-structured for the new building. This question was not really answered, nor was a plan to resolve the question put forth.
We also reminded them that we had asked for some help or direction on Board Training (a requirement for the Per-Capita Grant).
Dick said there should be "lots of communication" between the Board and ESC, and Roz felt that they should listen to the Board members and observe their interaction with ESC.
Bill asked about their fee structure, as the bulk of the people are volunteers, and was told that fees go to the small paid staff.
After more discussion of their proposal, and the way they go about their consultations, Jane thanked them for coming and said we would contact them.
Dick and Roz left at 8:15 p.m.
Eric Van Cleven from Management Association of Illinois was introduced at 8:20 p.m.
His proposal was given to the Board, along with a sample questionnaire and some other handouts. He had handouts for the Staff as well.
He briefly outlined the work done by MAI, which began working with manufacturing companies over 100 years ago, and now works with many non-profit organizations, (such as libraries). He has worked with them for several years on a variety of projects such as this one.
Eric feels the "Mission Statement drives the organization forward" and employee-staff relations, compensation and planning all stem from that.
He would work with Board and staff members to develop a Mission statement or "vision" for the library; then see how this fits with goals for the library and the community.
He would envision working with the Staff on modifying and implementing a questionnaire, to better understand how they see their jobs.
Eric said he realizes that many staff members may have doubts about this project or feel they are on the firing line, and he emphasized that his job would only be to focus on what is being done and what may be done in the future.
He would address such things as:
- what are old duties and what might be new duties,
- identifying gaps which need to be filled,
- who has what skills (not necessarily what they are doing now),
- modifying job descriptions,
- how the duties and departments should look after the move.
After these are completed; perhaps six months into the new building, the plan would be revisited and compensation looked at.
He was asked about the 2-tier pricing of the proposal, and said, if the Library becomes a member of MAI we would qualify not only for a lower price but receive other benefits as well.
Becky Spratford said we are trying to "think outside the box" to find what new things we can do and what we should do differently.
Eric emphasized the Mission Statement is the key and with that, and the Long Range Plan, we should know our goals.
Jane said a concern was whether new staff needed to be hired for some 20 hours a week positions, or whether existing staff can be utilized and/or retrained.
Eric said questionnaire answers, focus groups and staff meetings can help to see where to go.
He said one of the benefits of membership would be access to a labor attorney to answer questions of law.
Jane thanked him for coming and Eric left at 9:13 p.m.
After Eric left there was discussion of the pros and cons of both groups consultants.
Pro – ESC
quick to point out solutions
has experience with a new library move
would offer more hands-on help
Con – ESC
perhaps too involved in the library aspect
Dick may lack energy for job
did not address or communicate with staff
did not address Board training in proposal.
Pro -- MAI
more enthusiastic
can stand back and look at library from different point of view
sees the big picture
can energize the Board and staff
included staff in his presentation
Con -- MAI
cost for helping re-state Mission Statement high
again did not address Board training as requested
It was decided that Jane would call both ESC and MAI to get the answers to some of our questions and concerns, such as:
ESC
-- is there another person who could be paired with Roz, who could see the big picture and help us resolve a new vision for the Library?
MAI
-- why 3 days (at high cost) to help us with a Mission Statement or vision?
-- what would be the cost to write job descriptions? (We already have new ones we are working on).
Both companies would be asked about a time-line (though ESC had provided one with their proposal, our questions and needs may alter that).
Some other sources for help were suggested as well, Kane Consultants, Miriam Pollock, and Lois Schutlz were named as possibles.
It was decided to meet on Tuesday, June 12 at 7:30 p.m., to go over the proposals and any answers Jane had gotten from ESC and MAI.
Becky moved to adjourn, seconded by Rose Taylor. Meeting adjourned at 10:13 p.m.
Respectfully submitted,
Caroline Coryell
Trustee (in Mary Nelson’s absence)
