At a recent meeting, the Batavia Public Library Standing Committee on Services Board discussed the Illinois Library Association's legislative "call to action" and how Batavia Public Library officials should go about advocating for legislation while avoiding conflicts of interest.
Below are the minutes from this meeting, as provided by the board.
w w w. B a t a v i a P u b l i c L i b r a r y. o r g
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MINUTES
Standing Committee on Services ? Board of Trustees ? Batavia Public Library District
Special Meeting
Thursday ? 4 August 2016
1. Call to Order
Trustee Sullivan called the meeting to order at 6:36 p.m. in the Elizabeth L. Hall Conference
Room of the Batavia Public Library.
2. Call the Roll
Committee Members Present: Diane L. Blodgett, Richard A. Henders and Douglas S. Sullivan
Committee Members Absent: None
Other Trustees Present: Jo Ann Smith
Staff Members Present: Director George H. Scheetz, Michele M. Martzel (arrived at 6:58
p.m.), Leandra E. Pottle, and Deputy Director Joanne C. Zillman
Visitors Present: None
3. Approve the Agenda
Trustee Sullivan asked whether there were any changes to the agenda.
Motion by Trustee Henders to approve the agenda, as presented. Seconded by Trustee Blodgett.
All: Aye. The motion carried.
4. Approve the Minutes: Special Meeting, Thursday, 5 May 2016
Trustee Sullivan asked whether there were any changes to the minutes.
Motion by Trustee Sullivan to approve the minutes of the special meeting, as presented.
Seconded by Trustee Henders. All: Aye. The motion carried.
5. Repeal “Personnel Policy on Performance Bonuses”
Director Scheetz presented the following recitals to the Committee:—
Whereas, since its adoption in September 2005, the “Personnel Policy on Performance
Bonuses” was not well known and thus used only sparingly, perhaps 2–3 times in nearly 11
years; and
MINUTES (STANDING COMMITTEE ON SERVICES) ? 4 AUGUST 2016 ? PAGE 2 OF 7
Whereas, the selection process established in this policy is perceived by some managers
as lacking adequate detail to avoid unnecessarily subjective and arbitrary results; and
Whereas, since September 2005, the Library has implemented a system of merit pay,
which some managers believe obviates the need for this policy.
Therefore, at its meeting on Thursday, 28 July 2016, the Library’s Management Team
recommended that the Board of Library Trustees repeal the “Personnel Policy on
Performance Bonuses.”
Further, the Director and the Human Resources Manager both support this
recommendation.
Discussion followed.
Leandra E. Pottle, the Library’s Human Resources Manager, noted that this policy was used only
one time in the past six years.
In response to a question from Trustee Sullivan, Director Scheetz and Pottle elaborated on the
reasons for proposing the repeal of this policy.
Motion by Trustee Blodgett to recommend that the Board of Library Trustees repeal the
“Personnel Policy on Performance Bonuses.” Seconded by Trustee Sullivan. All: Aye. The
motion carried.
The Committee requested Director Scheetz to include this item on the Consent Agenda.
6. Request by Employee for Extension of Leave of Absence without Pay
Director Scheetz stated that the purpose of this agenda item was to request the Board to approve
an extension of leave of absence without pay for a Library Clerk (Circulation Services).
Leandra E. Pottle, the Library’s Human Resources Manager, noted that the “Personnel Policy on
Unpaid Leaves of Absence” provides (in part) as follows:—
Any permanent employee who, for any reasonable purpose, desires to secure leave
from regular duties may be granted a special leave of absence without pay. Leaves of
three months or less may be granted by the Director. Leaves over three months may
be granted only by the Library Board. Said leaves may be extended if, in the opinion
of the Director and Library Board, such leave is justified.
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*
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Reasons for leave may vary, but may include: family or personal illness, matters
falling under the Family Medical Leave Act…, continuing education, extended travel,
or participation in religious or political activities.
In other words, this policy reserves to the Board of Library Trustees the authority to extend a
leave of absence without pay beyond three months. Discussion followed.
Trustee Sullivan expressed discomfort with the Board’s role in such matters. Discussion
followed.
Pottle summarized her findings, as follows:—
? A leave of absence without pay was approved by Director Scheetz for three calendar
months, from Monday, 9 May 2016, through Tuesday, 9 August 2016, for a permanent,
MINUTES (STANDING COMMITTEE ON SERVICES) ? 4 AUGUST 2016 ? PAGE 3 OF 7
part-time Library Clerk (Circulation Services), for medical reasons not related to work at
the Batavia Public Library (“Library”).
? The Library determined that the Library Clerk, who works a standardized schedule of
12.50 hours per week (or 650 hours per year) is not covered by the Family Medical Leave
Act, which provides employees who have worked at the Library for at least 12 months
and at least 1,250 hours in the last 12 months with up to 12 weeks of unpaid, jobprotected
leave per year.
? On Tuesday, 28 June 2016, the Library Clerk notified the Library that the Library Clerk’s
physician would release the Library Clerk to work with prescribed accommodations.
? The Library determined that the prescribed accommodations were precluded by the
nature of the Library Clerk’s duties as a Library Clerk (Circulation Services), for which
standing, bending, reaching, and moving heavy carts are vital responsibilities, and so did
not agree to the prescribed accommodations.
? On Wednesday, 27 July 2016, the Library Clerk notified the Library that the Library
Clerk’s physician would release the Library Clerk to return to work on Tuesday, 6
September 2016, and requested that the Library extend the Library Clerk a special leave
of absence without pay to Monday, 5 September 2016.
? Director Scheetz, Pottle (as Human Resources Manager), and Pamela W. Weber, the
Library’s Circulation Services Manager, support this request with the proviso that the
Library Clerk’s return to work is without accommodations.
Discussion followed.
Motion by Trustee Blodgett to recommend that the Board of Library Trustees (1) extend a leave
of absence without pay, as presented, and (2) authorize the Library Director to take such further
action in this matter as conditions warrant and he deems prudent without further approval from
the Board. Seconded by Trustee Henders. All: Aye. The motion carried.
The Committee requested Director Scheetz to include this item on the Consent Agenda.
7. Bylaws of the Board of Library Trustees
Director Scheetz stated that the purpose of this agenda item was to review the “Bylaws of the
Board of Library Trustees.”
Trustee Sullivan led a review of the bylaws, which focused, first, on a series of informational
footnotes added by Director Scheetz, and, second, on the bylaws themselves.
Director Scheetz noted that many of the bylaws are ordained by the Public Library District Act
of 1991 [75 ILCS 16], the Open Meetings Act [5 ILCS 120], and other Illinois statutes.
In response to a question from Trustee Sullivan, discussion followed on electronic attendance,
which was authorized by separate Board policy.
The consensus of the Committee was to (1) delete any reference to an “annual Meeting”; (2) to
delete the “order of business at … regular meetings” found in Article VII, Section 1, “Agenda for
Regular Meetings”; and (3) incorporate other pertinent policy statements (such as the “Policy on
Attendance at Meetings by a Means Other Than Physical Presence”) by reference.
Martzel arrived at 6:58 p.m.
MINUTES (STANDING COMMITTEE ON SERVICES) ? 4 AUGUST 2016 ? PAGE 4 OF 7
The Committee requested Director Scheetz to revise the bylaws accordingly and, further:—
? Incorporate changes identified in the footnotes;
? Consult with the Library’s general counsel for other appropriate revisions; and
? Present a revised set of bylaws to the Committee in September or as soon thereafter as
practicable.
8. Calls for Action, Media Relations, and Other Communications
Trustee Sullivan stated that the purpose of this agenda item was to review existing policies and
practices in regard to calls for action (in particular), media relations, and other communications.
Director Scheetz provided background information to facilitate the Committee’s discussion, as
follows:—
? From the minutes of the Standing Committee on Services (Thursday, 3 March 2016):—
Legislative Advocacy
Director Scheetz noted that this agenda item was referred to the Standing Committee
on Services by the Board of Library Trustees.
Trustee Sullivan reported that he participated in the ILA Legislative Luncheon (on
Friday, 12 February 2016) and, as a result, wanted to discuss how the Library should
respond to “calls for action” from the Illinois Library Association and the American
Library Association.
A lively discussion followed on a variety of topics, including but not limited to the
following:—
? Philosophical issues, including how to go about responding to calls for
action, how to handle time-sensitive issues, and whether to have a policy in
this regard
? The question of individual opinion (as a citizen) versus official opinion (as a
Trustee or employee), as well as the appearance of speaking on behalf of the
Library
? The question of who is authorized to speak on behalf of the Library
? The question of whether “calls for action” should appear, as needed, as an
agenda item for the Services Committee or the Board
Trustee Sullivan reported that there were several issues raised at the ILA Legislative
Luncheon, which he would take to the Board at its next regular meeting.
Deputy Director Zillman recalled a similar discussion by the Board during the
building project. She agreed to search for a record of that discussion.
The consensus of the Committee was to defer this topic to the May meeting.
? Policy on Official Spokesman and Media Inquiries (2001): On Tuesday, 7 April 2001,
the Board of Library Trustees adopted a motion to formalize what was then the current
practice (during the building project) that the Board President was the official spokesman
for the Library and all media inquiries were to be directed to the Board President.
MINUTES (STANDING COMMITTEE ON SERVICES) ? 4 AUGUST 2016 ? PAGE 5 OF 7
Unfortunately, this policy was not included in the Library’s policy handbook, nor was it
included in the Bylaws, nor was it taken into account in 2008, when a revised policy on
“Other Communications” was written. It was rediscovered by Joanne C. Zillman in
March 2016.
That said, this policy does not speak to “calls for action.”
Discussion
Deputy Director Zillman noted that, based on her notes, the Board discussion in 2001
focused on establishing an official spokesman for the Board. Discussion followed.
The Committee requested Director Scheetz to examine a copy of the minutes for
Tuesday, 17 April 2001, to determine the correct language of this policy, as adopted.
1
? Policy on Public Participation at Meetings and Other Communications (2008): This
policy was adopted by the Board of Library Trustees on Tuesday, 17 October 2000. It
was revised in 2008; the new version was adopted by the Board of Library Trustees on
Tuesday, 18 November 2008, and included the following section:—
Other Communications with the Library
Telephone calls, e-mail messages, letters, and visits to the Library Director are
encouraged; the Library Director maintains an open door policy. Appointments to
meet with the Library Director are encouraged, but not required.
The Library Director or another appropriate staff member will provide a personal
response to letters, telephone calls, e-mail messages (including communications via
the Library’s catalog or Web site), and other types of communications (such as
comments placed in the Library’s suggestion box), if a reply is requested or
warranted.
Unfortunately, as noted above, the then-forgotten 2001 policy was not taken into account
when the 2008 policy was written. That said, this policy does not speak to “calls for
action.”
Discussion
In response to a question from Trustee Sullivan, discussion followed on the purpose of
the 2008 policy.
Discussion ensued on three questions, as follows:—
? Did the 2008 policy on “Other Communications” supersede (albeit unwittingly) the 2001
policy?
The consensus of the Committee was that the 2008 policy did not necessarily supersede
the 2008 policy.
1From the minutes of Tuesday, 17 April 2001: “Spokesperson for the Board — Unofficially we have been acting
with the President as Spokesperson for the Board. Lynn Elam made a motion to make the Library Board President the
Official Spokesperson for the Library Board of Trustees. Inquiries from the press should be deferred to the Library President.
Seconded by Dan Zack. Motion carried unanimously.” (This question was not on the Board agenda, but rather added during
the meeting. The policy is silent on whether it applies to all such inquiries to the Library or inquiries to Board members only.)
MINUTES (STANDING COMMITTEE ON SERVICES) ? 4 AUGUST 2016 ? PAGE 6 OF 7
? If not, then shall the Library produce a revised policy that resolves conflicts between the
2001 and 2008 policies?
The consensus of the Committee supported revising the 2008 policy to include the
distinguishable elements of both the 2001 policy and the 2008 policy.
? How shall the Library respond to “calls for action” from the Illinois Library Association
and the American Library Association, as well as other legislative advocacy issues?
In response to a question from Trustee Smith, Trustee Sullivan described a “call to
action,” for purposes of this discussion, as a request from the Illinois Library Association
or the American Library Association to members and other stakeholders to contact their
elected representatives as advocates for a particular position.
Trustee Sullivan noted an inherent dilemma in this process; that is, an individual
Trustee’s or employee’s position is not necessarily the same as the Library’s official
position, as determined by the Board.
Discussion followed on advocacy, both official (on behalf of the Library) and personal,
as well as participation in special events such as Illinois Library Legislative Day.
The Committee requested Director Scheetz to explore this issue further in an effort to
develop guidelines in relation to “calls for action,” including how best to determine, in a
timely manner, the Library’s official position on issues of public interest.
9. Future Agenda Items
? Strategic Plan: Objectives / Projects for Year Two (July 2016–June 2017) (September
2016)
? Revise “Policy on Alcoholic Beverages” (2009) to Comply with the Newly Amended
“Liquor Control Act of 1934” (Public Act 99–0559; eff. 7/15/2016) (September 2016)
In response to a comment by Trustee Sullivan, discussion followed on the “Policy on
Alcoholic Beverages.”
? Policy on Conduct: Strategic Plan (2015–2016): Objective / Project 9 (September–
October 2016)
10. Comments from the Committee
Director Scheetz noted that “Community Engagement” was assigned to the Standing Committee
on Outreach.
Director Scheetz noted that a new “Policy on Travel Expenses” to comply with the new “Local
Government Travel Expense Control Act” (Public Act 099–0604; eff. 1/1/2017) was assigned to
the Standing Committee on Finance.
There were no additional comments from the Committee.
11. Next Meetings or Events
a. 150th Anniversary of Library Service in Batavia (1866–2016), January–December 2016 —
Theme: “A new story… 150 years in the making”
b. Board of Library Trustees (Regular Meeting), Tuesday, 16 August 2016, 7:00 p.m., Elizabeth
L. Hall Conference Room, Batavia Public Library
MINUTES (STANDING COMMITTEE ON SERVICES) ? 4 AUGUST 2016 ? PAGE 7 OF 7
c. Staff Development Day (4th Friday in August), Friday, 26 August 2016, Library Closed
d. Library Card Sign-Up Month, September 2016 — launched in 1987 as a national campaign:
“every child should obtain a library card”
e. Sunday before Labor Day, Sunday, 4 September 2016, Library Closed
f. Labor Day (1st Monday in September), Monday, 5 September 2016, Library Closed
g. Standing Committee on Services, Thursday, 8 September 2016, 6:30 p.m., Elizabeth L. Hall
Conference Room, Batavia Public Library
h. Regular Library Hours on Sunday Begin (12:00 noon–5:00 p.m.) (Sunday after Labor Day),
Sunday, 11 September 2016
i. Board of Library Trustees (Regular Meeting), Tuesday, 20 September 2016, 7:00 p.m.,
Elizabeth L. Hall Conference Room, Batavia Public Library
12. Adjournment
Motion by Trustee Blodgett to adjourn the special meeting. Seconded by Trustee Henders. All:
Aye. The motion carried.
Trustee Sullivan declared the meeting adjourned at 7:41 p.m.
Respectfully submitted,
George H. Scheetz
Director
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