OCONOMOWOC PUBLIC LIBRARY
BOARD OF TRUSTEES

December 8, 2016 Regular Board Meeting Minutes

 CALL TO ORDER

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

 ROLL CALL
MEMBERS PRESENT
M. Mulder, M. Krahn, K. Nelson, H. Schick, P. Gephart, M. Miller, D. Knutson, L. Baudoin
MEMBERS ABSENT
S. Grothaus
 STAFF PRESENT
B. Bleck, L. Radder
 MINUTES
It was moved by D. Knutson and seconded by M. Mulder to approve the minutes of the November 10, 2016 regular board meeting.
 COMMENTS FROM THE AUDIENCE
Members of the Wisconsin Pioneer Council presented the library with $2,000 to help expand the large print collection at 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. The board thanked H. Schick for all her work in collecting volunteer hours and information to provide to the Pioneers.
 FINANCIAL AND STATISTICAL REPORTS
Statistical reports were distributed and reviewed. The following statistics are up year-to-date over 2015: DVDs received up 36%; total items received up 6.6%; juvenile registration up 4.9%; total programs up 9.4%; adult circulation up 1.6%; juvenile circulation up 2.4%; OverDrive up 14.6%; total circulation up 2.3%; holds filled up 14.6%; city circulation up 2.4%; Dodge County circulation up 24.8%; Jefferson County up 9.3%. CD Books received -18%; adult registration - 6.7%; total program attendance - 5.5%; library visits - 2.4%; Waukesha County circulation -3.7% were down.

November financial reports were distributed.

 VOUCHERS
The Board approved the p-card and check vouchers for November 2016 totaling $16,040.82.
COMMUNICATIONS & ANNOUNCEMENTS 
The November newsletter and library related newspaper articles were included in the board packet.
COMMITTEE REPORTS - ONLY BOLD COMMITTEE PRESENTED
Facilities Committee (M. Krahn, D. Murray, H. Schick, M. Frye, P. Gephart)
last meeting December 8, 2016 next meeting Thursday, May 11, 2017 6:00 pm
The meeting was called to order by M. Krahn at 6:02 pm. It was ascertained that the meeting had been properly posted.

MEMBERS PRESENT - H. Schick, M. Frye, M. Krahn, D. Murray

MEMBERS ABSENT - P. Gephart

STAFF PRESENT - B. Bleck, L. Radder

M. Frye moved to approve the minutes May 19, 2016 meeting, H. Schick seconded.

DISCUSSION

LONG-TERM PLANNING

The capital improvement budget that was submitted to the city for 2016 was distributed to the committee. The budget includes capital projects from 2017 through 2021. An updated capital budget request is submitted to the city annually and projects can be moved between years based on urgency or need for repairs and updates.

Future use of library space and updates were discussed. B. Bleck suggested combining a community needs study and a building use study in the next few years for future updates to the library services and building space.

Children’s services staff suggested restructuring the Debbink room to make it a multipurpose space that could be used by both staff and the public.

EXAMINE DATA ON MEETING ROOM USE, STUDY ROOM USE, AND USE OF OTHER AREAS OF THE LIBRARY

There is steady use of the meeting and study rooms. In 2016, there were 215 public meetings booked in the library meeting rooms and 431 library programs and meetings scheduled.

WEEDING UPDATE

Weeding of the nonfiction area is almost complete. The fiction section weeding will begin in 2017.

COMMUNITY NEEDS ASSESSMENT UPDATE

B. Bleck is working with the Parks and Rec Department to include library related questions on a community needs assessment planned for 2017.

BATHROOM PROGRESS

The unisex bathroom addition will be complete by the end of 2016.

ITEMS FOR NEXT MEETING - MAY 11, 2017 6:00 PM

  • Unseen disabilities space
  • Acoustic article discussion
  • Building signage update
  • Community needs update
  • Boiler & DDC updated estimate
  • Bathroom use

There being no further business to properly come before this committee, motion to adjourn was made by H. Schick and seconded by M. Frye. Meeting adjourned at 6:51 pm.

Planning Committee (H. Schick, D. Knutson, L. Baudoin, M. Mulder)
last meeting December 8, 2016 next meeting Thursday, March 9, 2017 6:30 pm
Fundraising Committee (L. Baudoin, D. Knutson, H. Schick)
last meeting December 12, 2016 next meeting to be scheduled as needed
Nominating Committee (D. Knutson, M. Krahn)
last meeting October 27, 2016 next meeting to be scheduled for April 2017
Art Committee (K. Nelson, H. Schick, H. Kramer)
last meeting October 10, 2016 next meeting to be scheduled as needed
Finance Committee (M. Mulder, M. Krahn, D. Knutson)
last meeting June 9, 2016 next meeting to be scheduled for June 2017
Operations Committee (L. Baudoin, M. Krahn, M. Mulder)
last meeting December 12, 2016 next meeting to be scheduled as needed
BOARD PRESIDENT REMARKS
M. Krahn wished all board members and library staff happy holidays. She also reminded board members to continue to forward volunteer hours to H. Schick.
BOARD MEMBER REMARKS
The board thanked H. Schick for all her work with the Wisconsin Pioneer Council in helping the library received grant money for 2016.
DIRECTOR'S REPORT

BUDGET

The Common Council approved the 2017 budget. One change the Council made before approving the budget has to do with the library. The Council voted to reduce the amount of hours budgeted for some part-time library staff to more closely match the number of hours they actually work. This amounted to a cut of $16,200.

OPERATIONS

Staff have completed the project of deleting expired patron records. Patrons who were inactive for six years or more and had fines under $100 were deleted, as were patrons who were inactive for three years and had fines under $5.00. The patron count after all the deletions is 13,969 adults and 3,205 juveniles totaling 17,174 active patrons. Just over 5,400 inactive patrons were deleted since the beginning of the year. Going forward, staff will delete these expired patrons monthly, so the database is more accurate.

BUILDING

Anne Raskopf has begun work on the mural in the lobby. Patron response has been very enthusiastic! Anne has been so patient and friendly with the many patrons who stop to ask her questions as they pass by. The mural is looking beautiful.

The parking lot is done, except for some restoration in the medians, some planting, and signage.

The bathroom installation is going well and should be done in a few weeks. The new desks for staff will arrive in late December, and we are just awaiting word on installation of the exterior building signage.

PERSONNEL

H. Kramer and B. Bleck discussed the vacant substitute reference librarian position and made some changes that will better meet current needs and that they hope will attract more applicants. The position was made into a part-time reference and programming librarian. This position will have more regularly scheduled shifts per week than the original posting, and will be responsible for offering one or two adult events per month. Applications are due December 13.

AUTOMATION

Sometime in early 2017, patrons will be able to pay fines and fees online via the library’s website. Fines must be over $5.00, and there will be a $.50 convenience fee for each transaction.

NEW BUSINESS

Discussion of recognition of library staff, possibly during National Library Week, was discussed by the board.

VIDEOS

Short Takes for Trustees videos Board Self Evaluation and Succession Planning and New Board Orientation were viewed.

There being no further business to properly come before this board, motion to adjourn was make by H. Schick and seconded by K. Nelson. Meeting adjourned at 8:01 pm.

Lissa Radder, Recording Secretary