August 11, 2016 Regular Board Meeting Minutes

CALL TO ORDER

Lisa Baudoin called the meeting to order at 7:07 p.m. It was ascertained that the meeting had been properly posted.

ROLL CALL

MEMBERS PRESENT
L. Baudoin, M. Mulder, M. Miller, H. Schick, P. Gephart, M. Grothaus, D. Knutson (arrived at 7:10 pm)

MEMBERS ABSENT
M. Krahn, K. Nelson

STAFF PRESENT
B. Bleck, L. Radder

NEW BOARD MEMBER

S. Grothaus, the school superintendent designee awaiting official appointment by the mayor, was present at the board meeting.  L. Baudoin asked for any objections in granting S. Grothaus permission to ask questions and offer input at this meeting.  There were no objections.

MINUTES

It was moved by Hollie Schick and seconded by Paul Gephart to approve the minutes of the July 14, 2016 regular board meeting.

COMMENTS FROM THE AUDIENCE

Members of the Wisconsin Pioneer Council presented the library grant money that will help fund seating in the children’s section of the library.

The AT&T Pioneers organization is a network of volunteers who effect immediate, tangible change in local communities, in partnership with their sponsors.  Betsy Bleck thanked the Pioneers and members present, Hollie Schick; Alexa Fryjoff; Pioneers President of Greater Milwaukee Area Judy Arndt; and Vice President Louise Stahlberg.  The grant will be used to fund seating for adults and children in the kid’s area.

FINANCIAL AND STATISTICAL REPORTS

Statistical reports were distributed and reviewed.  The number of adult programs and attendance are up over 2015.  Facebook and web visits are also up.  Although circulation was slightly down in June and July over 2015 circulation, overall year-to-date circulation is up.

July financial reports were reviewed.

VOUCHERS

The Board approved the p-card and check vouchers for July 2016 totaling $14,053.43.

COMMUNICATIONS & ANNOUNCEMENTS

The August newsletter and library related newspaper articles were included in the board packet.  A flyer was distributed that was sent to Oconomowoc Chamber members regarding a library card sign-up month incentive promotion for customers who show their library card at local businesses in September.

COMMITTEE REPORTS

FACILITIES COMMITTEE – next meeting December 8, 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 – will meet again in April 2017.  Members are needed for this committee.

ART COMMITTEE – will meet prior to Fall Gallery night.

FINANCE COMMITTEE – next meeting June 2017.

OPERATIONS COMMITTEE – next meeting August 31, 2016 at 6:00 pm.

BOARD PRESIDENT REMARKS

Diane Knutson arrived at 7:10 pm and took over running the meeting.

BOARD MEMBER REMARKS

Shelly Grothaus commented on possibilities for future summer reading programs and service learning.

Diane Knutson commented that the Bridges Library System booth at the Waukesha County Fair was great.

Lisa Baudoin commented on the collaboration with local businesses for library card sign up month.

DIRECTOR’S REPORT

CHILDREN’S AND ADULT PROGRAMMING

Hope Kramer and Jennie Fidler are collaborating with Shorehaven to coordinate some tech classes on-site at that facility. Hope will also be offering a “Book a Librarian” session at the Life Enrichment Center at Shorehaven.

Betsy Bleck is pleased with how the summer reading program went. The final summer reading registration numbers were 1,670 children, 188 teens, and 110 adults signed up.

PERSONNEL

Lissa Radder’s job title has been updated from Administrative Secretary/Bookkeeper to Administrative Coordinator. This title better reflects the work Lissa does, including increased acquisitions/cataloging duties, marketing, and designing and maintaining the website.

The library has hired two new page/shelvers, who will begin working in mid- to late August.

FUNDRAISING

The library also applied for and received a $1,000 grant from Target to use toward our outreach to senior living facilities.

The board requested more information on the differences between the gift fund, the donations budget line, and the Friends. This explanation is from the minutes of the October 2015 board meeting “The gift fund is under board control and is typically used for larger projects or longer-term fundraising goals. The gift fund rolls over from year to year. Betsy Bleck requested the city’s accounting department to begin providing the board quarterly updates on the gift fund. The donation fund (which is included in your financial report each month) is typically for smaller donations, sometimes given in memory or in honor of someone. These funds are expended quickly, or at least by the end of the calendar year, as these funds would return to the city if not expended by then.” The Friends are a separate group/financial entity. They raise funds primarily from membership and from the book sale, and support projects as requested by library staff and approved by the Friends treasurer and library director.

CONTINUED SYSTEM INVOLVEMENT/CONTINUING EDUCATION

Betsy Bleck has been asked to be a panelist at the New Director Boot Camp, which the Department of Public Instruction hosts every two years. The Boot Camp will be on September 29 in Weston, WI.

The Common Council will be asked to approve municipal exemption from the county library tax at their meeting on September 6. Melissa Krahn and Betsy Bleck both plan to attend that meeting. This exemption is approved annually by Council.

OPERATIONS

Library staff will soon begin purging expired patron records, which will decrease the total number of cardholders. Lissa Radder and Betsy Bleck are working to find a more accurate way to report total number of cardholders starting when the purge is complete (likely early 2017).

The parking lot project is continuing smoothly, and Phase 1 is on target to finish on time.

BUILDING

The Request for Proposals for a mural in the library’s entryway was published on July 29. Numerous artists have expressed interest in the project.

OLD BUSINESS

No Old Business

NEW BUSINESS

No New Business

VIDEOS

Short Takes for Trustees: Strategic Planning was postponed to the September meeting due to technical difficulties.

There being no further business to properly come before this Board, motion to adjourn was made by Diane Knutson, seconded by Lisa Baudoin and carried. Meeting adjourned at 8:13 pm.

L. Radder, Recording Secretary

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