SOUTHWEST MICHIGAN LIBRARY COOPERATIVE

PERSONNELL COMMITTEE MEETING MINUTES

Tuesday March 28, 2006

Present: Ann Rohrbaugh, Judy Smith, Linda Richer, Rick Hulsey, Ann Greene

The charge to the committee was reviewed. The committee accepted the addition of the immediate tasks - to consider, review and make recommendations to the Board regarding personnel policies, job descriptions and salary levels, as within the scope of its work.

The budget was reviewed. Outside of contractual obligations, the biggest areas of expenditure are in salaries and benefits. Gail is working to develop revised job descriptions, and investigating the potential for outsourcing the ILL and Database Management functions.

Current and sample personnel policies and procedures were reviewed. There will be two main areas of focus – revising policies and procedures that exist, and the addition of missing important elements. Areas for revision of current SMLC policies and procedures include:

• Definition and explanation of “at will”
• Definition of “full-time”
• Policies around time without pay and compensatory time, vacation and sick time and other types of paid and unpaid leave
• Revision of performance evaluation system
• Discipline and discharge
• Inclement weather
• Grievance procedure
• Benefits

The committee was intrigued with the way in which the Upjohn Institute handles “necessary time.” Linda will share those policies with Gail.

Additions to policies and procedures will be addressed separately. The review and development of up to date job descriptions is critical, and will be a priority. Critical to the revision of the performance evaluation system will be the new job descriptions, and a very clear articulation of the strategic plan. Drafts will be presented to the committee at its next meeting.

The next meeting will be held May 24, 2006, at the coop.