Personnel Subcommittee Meeting
(Approved March 20, 2008)
03-12-2008
2:00 p.m.
Paseo Verde Library
Call to Order
Chair Colleen Bell called the meeting to order at 2:02 p.m.
Roll Call
Board Members Present:
Chair Colleen Bell, Robyn Carr and John SimmonsNew Business
Discussion regarding Executive Director’s performance evaluation. (Discussion only). NRS 241.030. Notice of this session has been given per NRS 241.033(1).
The evaluations completed by each member of the Board of Trustees were reviewed.
Interview with Executive Director.
The interview with the Executive Director began at 2:11 p.m.
Colleen Bell stated that it has been a busy year and that all the evaluations received from Board members were positive regarding the director’s performance. Colleen Bell expressed concern about burnout and asked if Tom Fay had used his annual leave in the last year. Tom Fay responded yes. Burnout is also a concern with staff and Tom Fay stated that staff seemed to be adjusting well to the Sunday closure. It has given a little breathing room and flexibility in scheduling. Colleen Bell asked if complaints had been received about the Sunday closures. Tom Fay responded there were one or two comments the first week, but the closure has been generally accepted by the patrons. In comparison with last year’s figures, library usage steadily increases. In February, all indicators generally showed that the circulation was redistributed to Saturday and Monday. The success for the public’s acceptance of the Sunday closure is largely due to getting the word out ahead of time via staff and media and in giving the public a chance to have input prior to the decision.
Robyn Carr commented that the Year in Review 2007-2008/FY 2009 Annual Focus Timeline provided by Tom Fay was a good report.
Referring to the Director’s report, Colleen Bell asked about the review of the Emergency Procedures and Security Procedures district wide. Tom Fay explained that an internal committee has been formed to review and revise these procedures and upon completion can be reviewed by a consultant (as budget allows). The committee is participating in a state-wide emergency preparedness program. Items under consideration are disaster preparedness not only for our physical locations and the people within, but also digital and archival preservation of the historical collection. Robyn Carr asked what kind of disasters. Tom Fay responded that while nuclear, biological, terrorist related and natural disasters are discussed and planned for, often the disasters that strike are more mundane such as malfunctioning sprinklers and plumbing. By reviewing the problem ahead of time, an Emergency Procedures manual will provide direction to staff when any kind of disaster strikes.
Colleen Bell asked Tom Fay to explain the “AMH” part of the plans for a full RFID and AMH solution district wide over the next three to five years. Tom Fay explained that AMH stands for automatic material handling. Giving patrons the ability to check in their own materials is the next level of efficiency both from a time and budget perspective. It is possible to leverage part of the money received for the Gibson Library sale for this project which would pay for itself in about three years. Colleen Bell asked if extra people would need to be hired to incorporate the RFID tags into the collections. Tom Fay responded that a third party could complete the RFID tagging or that staff could also develop a process for tagging in-house with a phased approach. The Gibson collection could be fitted with RFID tags during the move to the new building.
Colleen Bell asked when the Board could expect to see the new marketing plan. Tom Fay said that the new ads/look has already launched and the Board has seen some of the new marketing ideas and the impact from the new approach. The district has more than doubled its media exposure in the last nine months. The logo branding review has been completed and logo standards have been developed.
Colleen Bell asked if the marketing firm had developed a theme for the library foundation fund event on June 6th. Tom Fay stated the theme will be “A Night with the Classics.” Beverly and Jim Rogers have agreed to “host” the event, as well as provide catering and the venue. The classic car showroom is the main attraction. Clive Cussler is scheduled to attend that evening as well. It is hoped that the event will raise $30,000.
John Simmons suggested discussing salary. Colleen Bell stated the Executive Director’s contract calls for a minimum 4% increase, upon a favorable review, and that no cost of living is provided for within the contract. Tom Fay insisted that he not to have a greater increase than staff would receive in any given year. The general staff salary increase over the last three years has been 4.4% merit increase, upon successful evaluation, plus a 3% cost of living, totaling a potential 7.4% increase.
It was discussed that the Executive Director’s annual leave should be increased by 40 hours and the accrual limit raised by 40 hours. Raising the accrual limit will be a deferred reward that will be collected upon termination of employment. The side effect of that kind of reward is that salary won’t increase and contribute to retirement. Tom Fay stated that the current economic climate makes a large increase difficult to justify. Robyn Carr said that a tough economy requires tough decisions and it’s even more vital to have good direction and leadership.
Looking to next fiscal year, revenue projections have yet to be received, but preliminary projections look for continued weak or even potentially declining revenue. In FY2009, everyone may receive less in raises than previous years based on weak revenue growth. Staff was made aware of this in November 2007. However, Henderson Libraries staff, much like the collection of library materials, is the backbone of this organization and the staff is critical to successfully carrying out the district’s mission. Tom Fay said he would prefer to cut ancillary programs and services (those that are not mission critical) before cutting library materials budgets or leaving the staff with no increase. No increase for would diminish the importance of the staff’s dedication and role in carrying out library services. For FY2009, health and other personnel benefits will not be affected and at present the district does not anticipate layoffs or further reduction in hours.
John Simmons made a motion that Tom Fay’s annual leave be increased by 40 hours, the annual leave accrual limit be raised by 40 hours and salary be increased by 6.5%. Robyn Carr seconded the motion. The vote was unanimous. This decision will be formally presented to the entire Board of Trustees for approval at the March 20, 2008 meeting.
Announcements
The next Board meeting will be held on March 20, 2008 at the Paseo Verde Library, 280 S. Green Valley Parkway, Henderson, NV.
Public Comment
Note: Pursuant to Nevada’s Open Meeting Law, action may not be taken on matters presented during this period until included on a future agenda as an action item.
Adjournment
The meeting was adjourned at 2:44 p.m.
Pursuant to NRS 241.020, written notice of the meeting of Henderson District Public Libraries’ Board of Trustees was posted by Friday, March 7, 2008 at least three (3) business days before the meeting, including in the notice the time, place, location and agenda of the meeting. Details of the agenda may be obtained by calling 492-6584.
Posted at Paseo Verde Library, James I. Gibson Library, Lydia Malcolm Library, Pittman Library, City of Henderson-City Clerk’s Office, and the HDPL website.