MINUTES OF THE
EXECUTIVE DIRECTOR SEARCH & SCREEN COMMITTEE
Thursday, July 7, 2005
The Executive Director Search and Screen Committee Meeting of the Library Board of the Oshkosh Public Library, July 7, 2005, was called to order at 2:32 p.m. by President Don Stolley. The meeting was held in the Meeting Room at the Oshkosh Public Library. Present were: John Brennan; Jo Dell’Antonia; Bonnie Dresen; Vern Hess; Judy Maleug; Mary Olson; Don Stolley; and Tom Willadsen. Lewis Rosser and John Vette were absent from the meeting. Others present were: John Nichols, Director, Oshkosh Public Library and Winnefox Library System; Joan Mueller, Assistant Director, Oshkosh Public Library; Julie Schmude, Administrative Services Coordinator; Mark Arend, Interim Assistant Director, Winnefox Library System; and Tom Widener, Winnefox Library System Board Member.
The committee introduced themselves, each telling a little about their background.
Mary Olson nominated Tom Willadsen as chair of the committee. Don Stolley was nominated as vice-chairman of the committee by Judy Malueg. Mr. Stolley withdrew his name from consideration. Tom Willadsen nominated Lew Rosser as vice-chairman of the committee.
Mary Olson moved that nominations be closed and that a unanimous ballot be cast for Tom Willadsen as chair. After being seconded by Jo Dell’Antonia, the motion carried unanimously.
Tom Willadsen moved that nominations for Lew Rosser as vice-chairman be closed and that a unanimous ballot be cast. After being seconded by Vern Hess, the motion carried unanimously.
The committee discussed the committee charge, selection process and interview process/procedures to be used during the search for a new director. By consensus, the committee decided that phone interviews would only be conducted if there were enough candidates that a weeding process would need to be done.
Judy Malueg asked whether board members who wanted to participate in the process could become involved in some way. It was decided that perhaps a social setting may be an appropriate place for other board, staff, and committee members could meet the applicants. John Nichols will check in to how to handle whether it is a formal part of the interview process or just used as a social opportunity to meet the applicants.
It was decided by consensus that the Winnefox Library System Board of Directors would be asked to pay for substitute librarians for the library directors who become part of the process. This will be placed on the July agenda for the System Board.
Don Stolley moved that the Committee recommend to the Boards that the Search and Screen committee narrow the selection to three or four candidates through interviews to include the committee, system library directors, and key staff from both Oshkosh Public Library and Winnefox Library System. A portion of the interview day will be set aside for a social activity at which others can be invited to meet the applicant. The motion includes the use of a professional library consultant to assist the Search and Screen Committee during interviews and with application screening at a fee rate to be approved by both boards. The results of the process will result in a recommendation of an applicant for the position of director to be approved by both the Oshkosh Public Library Board and the Winnefox Library System Board. After being seconded by Bonnie Dresen, the motion carried unanimously.
John Nichols will try to construct a cost estimate to be used for the interview process and will contact potential library consultants as to their availability for this process.
Job Descriptions for the Library and System Director, as well as the Assistant director for Winnefox Library System and the Administrative Librarian for Oshkosh Public Library were discussed. The Committee was asked to review these descriptions and forward any suggestions for changes to Julie Schmude. The descriptions will then be included on the agenda for the Board meetings of July 27 and 28, 2005 for ratification.
Director Nichols has prepared a form for people to use to identify challenges/opportunities. These forms will be gathered, summarized and provided to the Committee for their use. Forms will be sent to Oshkosh Public Library and Winnefox Library System board members, as well as to system directors and interested staff members from both organizations.
With regard to the screening of applications and that process, John invited the Committee to use the resources of Joan Mueller, Assistant Director of Oshkosh Public Library and Mark Arend, Assistant Director for Winnefox Library System if the Committee so chooses.
Discussion was held regarding background checks. John Nichols will research this topic.
As applications are received, they will be compiled, copied and then sent to the Search and Screen Committee in packets upon receipt of sufficient numbers.
A question was raised on the development of questions for use during the interview. John Nichols stated that he has two lists of interview questions that can be perused for question selection. Other questions can come from the compilation of challenges and objectives. Committee members were also encouraged to note any questions they feel would be beneficial to the interview process.
The question of confidentiality of the resumes was discussed regarding copying and sending out to Committee members. John Nichols said he will check with the city attorney and report back to the Committee. He also mentioned that it may be a good idea that when the Committee uses forms during this process, that they remain anonymous so that in the future, the new person hired would not have access to individual comments regarding their hiring.
John Nichols was asked to update the timetable before the next meeting of the Boards.
It was decided that meeting in
A motion was made by John Brennan to adjourn the meeting. After being seconded by Don Stolley, the motion carried unanimously and the meeting adjourned at 4:30 p.m.
Respectfully submitted,
Julie A. Schmude
Administrative Services Coordinator