April 27, 2016 Regular Board Meeting Minutes

CALL TO ORDER

J. Duff called the meeting to order at 7:04 p.m. It was ascertained that the meeting had been properly posted.

ROLL CALL

MEMBERS PRESENT
J. Duff, L. Baudoin, M. Krahn, H. Schick, K. Nelson

MEMBERS ABSENT
D. Knutson, P. Gephart

STAFF PRESENT
B. Bleck, L. Radder, H. Kramer

MINUTES

It was moved by H. Schick and seconded by L. Baudoin to approve the minutes of the March 3, 2016 regular board meeting.

REPORTS

Cataloging reports were distributed and reviewed.  Circulation for the first quarter of 2016 is up from the same time period last year.  February and March financial reports were reviewed.

VOUCHERS

The Board approved the check vouchers for March 2016 and P-card expenses for February and March 2016 totaling $32,364.83.

COMMUNICATIONS & ANNOUNCEMENTS

The April newsletter and library related newspaper articles were also included in the board packet.

COMMITTEE REPORTS

FACILITIES COMMITTEE – next meeting May 19, 2016 at 6:00 pm.

PLANNING COMMITTEE – next meeting September 8, 2016 at 6:00 pm.

FUNDRAISING COMMITTEE – will meet again when the need arises to raise funds.

NOMINATING COMMITTEE – met April 27, 2016 at 6:30 pm.  The committee met prior to the board meeting. The nominating committee reports its nominees as follows:

For president, H. Schick nominated by J. Duff and M, Krahn also expressed interest in serving as president.

For vice-president, P. Gephart by M. Krahn and D. Knutson by J. Duff

For secretary,  Lisa Baudoin nominated by M. Krahn.

Board members nominated will be contacted by B. Bleck prior to the May meeting.  The committee will announce nominees to the full board at the May board meeting.

ART COMMITTEE – next meeting May 9, 2016 at 6:00 pm.

FINANCE COMMITTEE – next meeting spring 2016.

BOARD PRESIDENT REMARKS

J. Duff announced that she will no longer be serving on the library board.

BOARD MEMBER REMARKS

H. Schick announced that the library was awarded a $500 grant by the AT&T Pioneers.

M. Krahn participated in the summer reading think tank organized by Caitlin Schaffer.

DIRECTOR’S REPORT

COMMUNICATIONS

Park Lawn Elementary School contacted the library to ask if the library could be a place to which they can evacuate in case of emergency.  B. Bleck met with the school’s principal and their building and grounds staff, and spoke with city staff member Don Murray (who spoke with the fire department). After those conversations B. Bleck volunteered the library to be the school’s evacuation point. There might be a drill in the spring or fall, when all 450 students and staff would practice evacuating to the library.

B. Bleck thanked J. Duff for her service on the board over the years.  K. Herro will also no longer serve as the Common Council member on the board.  The mayor has appointed Michael Miller as the new council representative on the library board.

PERSONNEL

The library received more than 20 applications for the Special Services Coordinator position. Interviews were scheduled with the top six candidates. Thanks to L. Baudoin, who was on the interview panel for the first round of interviews; and to H. Schick, who was on the panel for the second round.

Interviews took place in mid-April.  Jennifer Fidler was offered the position of Special Services Coordinator.

BUDGET

The library’s carryover requests were approved by Council. Also, the March financial reports are included in board packets, as the March meeting was held one week earlier than usual.

AUTOMATION

The library’s computer catalog and checkout system will be ‘offline’ the morning of Wednesday May 4 for system upgrades. This is fairly routine, and the library has systems in place to check materials out to patrons while we are offline.

LIBRARY OPERATIONS

B. Bleck presented the ‘punch card’ program proposal to full-time staff, who will take the idea into consideration for the future.

BUILDING

A plan for the parking lot layout was included in board packets.  The Common Council has seen the plan, which is currently out for bid.  The proposed parking plan was discussed.  M. Krahn asked that Mark Frye provide the facilities committee a detailed overview of the plan at the May 19, 2016 meeting.  An enlarged copy of the plan will be provided to board members.

CONTINUED SYSTEM INVOLVEMENT/CONTINUING EDUCATION 

Hope Kramer attended the Public Library Association conference in Denver on April 7 and 8. The Waukesha Public Library invited staff from Bridges libraries to attend via webcast, so B. Bleck was able to attend two sessions virtually.

The board requested that B. Bleck summarize a workshop she attended on Monday February 29 (“Board Roles and Relationships with the Director, Staff, Volunteers and Community,” presented by Pat Wagner of Pattern Research): The speaker emphasized the importance of boards looking to the future, pushing the library forward, developing effective policies, developing the library’s mission, asking hard questions, and evaluating and supporting the director. The presenter recommended that most of the time and energy of the board be focused not on the operational or day-to-day issues that the director handles, but that the board focus on the future and driving the library forward.

PUBLIC RELATIONS

The library’s new website (oconomowoclibrary.org) is up and running and has been well-received by patrons. Big thanks to Lissa Radder for her hard work on the website.

Library staff have visited or hosted several groups in the past month, including Martin Luther Church, Meadow View Elementary, a group of students from Oconomowoc High School, Ixonia Elementary, and the Community Recreation Fair, and B. Bleck visited the Kiwanis.

CHILDREN’S AND ADULT PROGRAMS

National Library Week was April 10-17. To celebrate, the library offered library-themed storytimes, chocolate for patrons at circulation and reference, National Library Week bookmarks, special social media posts, and special National Library Week décor and displays, including a beautiful art installation at the checkout desk by Circulation Supervisor Marilyn Muehlenberg.

FRIENDS OF THE OCONOMOWOC PUBLIC LIBRARY

The Friends had a wonderful turnout of 25 people at their informational meeting in March. On Monday April 11 there was an organizational meeting to get officers and committees set up. Thank you to Janice Duff for attending and speaking at the informational meeting.

PLANNING

Update on our progress on the goals set forth in the 2016 Business Plan by B. Bleck –

This update would typically only cover goals with timelines in the first quarter of the year, but since only one of the year’s goals were ‘due’ in the first quarter, she also summarized progress on some goals that are not ‘due’ yet:

Analyze data from social media survey (January 2016)
The data showed that Facebook is the most popular social media platform by quite a large margin. The next step will be to develop a social media policy and a social media plan.

Develop a consistent ‘brand’
The new website and newest newsletter use an updated logo, which is likely the most sensible choice for our new look. It is based on the city’s logo, and is easily usable on print and electronic materials.

Explore cost and design of exterior signage
Staff have met with several sign vendors, who are currently drawing up proposals. B. Bleck has been in touch with City Planner Jason Gallo about the project, as well.

Circulation
Several of the 2016 goals call for circulation to improve over 2015. B. Bleck is pleased to report that circulation has been up for each of the first three months of 2016.

Mural
Marilyn Muehlenberg (Head of Circulation) and B. Bleck have been working on writing a request for proposals for this project. The goal is to have the mural painted in late fall or early winter (after the new bathroom is installed, because that will reconfigure the shape of one wall in the entryway, making it flat and also moving the drinking fountain).

NEW BUSINESS

B. Bleck has requested that the board hold a single vote overriding the Policy Adoption Policy on the revised policies below.

Consider/Act on updating library’s Public Internet Computer Use policy

The new policy is necessary both to bring the library up to par with current patron expectations for service and because the library is going to have Envisionware installed on the public Internet computers in May. Envisionware will provide a great improvement in patron service, patron privacy, and use of staff time. Envisionware is a two-part software package: Part 1 is PCReservation: Patrons scan their library card or sign in with a guest pass to use the Internet, accepting our computer use policy on their computer terminal each session. Part 2 of Envisionware is print management, which will operate with a coin-op machine and save patrons the trouble of going to the circulation to get their print jobs (and improve privacy too). B. Bleck suggested getting the policy in line with what Envisionware does for the library. She spoke with library staff and researched what other libraries’ policies are and what makes sense with Envisionware.  A draft of the policy was distributed for the board to consider.

M. Krahn suggested the 4th bullet under the Consequences of Misuse to state “Serious and/or repeated violations of the Public Internet Computer Use Policy may result in full suspension of library services, expulsion from the library, and/or criminal prosecution.”

L. Baudoin suggested reinserting the following statement under the Unacceptable Uses – “Viewing, sending, receiving, or displaying text or graphics that may be reasonably construed as obscene, offensive, or harmful materials that lack serious artistic, literary, political, educational, or scientific value.”

H. Schick recommended review by the city attorney of the legal terminology in the revised policy.  The board will vote on the revised policy at the May board meeting after legal review.

Consider/Act on approving Wireless Internet policy

A draft of the suggested policy was included in board packets.  B. Bleck wrote the policy after consulting with library staff and researching policies at other libraries. The library does not currently have a policy for wireless Internet access.

M. Krahn suggested the 4th bullet under the Consequences of Misuse to state “Serious and/or repeated violations of the Public Internet Computer Use Policy may result in full suspension of library services, expulsion from the library, and/or criminal prosecution.”

L. Baudoin suggested reinserting the following statement under the Unacceptable Uses – “Viewing, sending, receiving, or displaying text or graphics that may be reasonably construed as obscene, offensive, or harmful materials that lack serious artistic, literary, political, educational, or scientific value.”

H. Schick recommended review by the city attorney of the legal terminology in the revised policy.  The board will vote on the revised policy at the May board meeting after legal review.

Consider/Act on increasing cost of color copying from 15 cents per page to 25 cents per page.

The current practice of charging 15 cents costs the library one cent for every page patrons print in color (using the average amount of color printing done during the past two months). Bringing the cost to 25 cents per page will bring the library in line with the lowest cost of color printing at other libraries in Waukesha County (except New Berlin, which charges 20 cents).

H. Schick moved to set the cost of color copying to 20 cents per page, L. Baudoin seconded and motion carried.  The new price will take effect in May 16, 2016.

Consider/Act on setting cost of color copying at 25 cents per page.

Until the library leased the new copy machine, the library could not offer color copying. Now that the library is able to offer this service, the cost of color copying should match the cost of color printing.

H. Schick moved to set the cost of color printing to 20 cents per page, L. Baudoin seconded and motion carried.  The new price will take effect in May 16, 2016.

Select May 2016 board meeting date.

The May board meeting was rescheduled for Monday, May 9, 2016 at 7:00 pm.  The art committee will meet at 6:00 pm on May 9, 2016.

Approve library system’s Allowable Costs worksheet

This information is important for Bridges Library System’s calculation of the county reimbursement formula as a part of their annual budget process.  This form needs to be approved by the board and returned to Bridges by May 1.

J. Duff moved to approve, L. Baudoin seconded and the motion carried.

VIDEOS

L. Baudoin moved to postpone viewing of the Short Takes for Trustees: Board Meetings until the May meeting, H. Schick seconded.

The board watched Department of Public Instruction’s National Library Week video: A very short video on the role of libraries today, in honor of National Library Week (April 10-16, 2016).

Short Takes for Trustees: Board Meetings, was also viewed.  This is the second in a ten-part series of short videos for trustees, produced by United for Libraries. The board plans to view one video at each remaining board meeting in 2016.

There being no further business to properly come before this Board, motion to adjourn was made by H. Schick, seconded by M. Krahn and carried. Meeting adjourned at 8:18 pm.

L. Radder, Recording Secretary

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