February 11, 2016 Regular Board Meeting Minutes

CALL TO ORDER

J. Duff called the meeting to order at 7:21 p.m. It was ascertained that the meeting had been properly posted.

ROLL CALL

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

MEMBERS ABSENT
P. Gephart, J. Preston

STAFF PRESENT
B. Bleck, L. Radder

MINUTES

It was moved by H. Schick and seconded by D. Knutson with a revision to the motion on the lucky day collection to approve the minutes of the January 14, 2016 regular board meeting.

REPORTS

Financial and cataloging reports were reviewed.  Items cataloged are all items that are shelf ready.  Pending items are those that have been received but may not yet be cataloged or processed.  The word processing count was removed from the monthly report since all public computers will now have access to word processing software.  The number of holds fulfilled by OPL are now being tracked.

VOUCHERS

The Board approved the vouchers for January 2016 totaling $45,329.01

COMMUNICATIONS & ANNOUNCEMENTS

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

COMMITTEE REPORTS

FACILITIES COMMITTEE – M. Krahn reported on the January 14, 2016 meeting.

The committee toured the library and was shown updates that have occurred over the last year.

B. Bleck researched the Edge Assessment, a tool to assist libraries in making strategic technology decisions and identifying areas for improvement.  There is a $1,500 expense for the Assessment.  B. Bleck suggested waiting on pursuing the assessment any further until after the Community needs assessment is completed.

A copy of the 2016 Long Term Financial Plan that was submitted to the city was reviewed by the committee.

The Da Vinci Institute article will be discussed at a future meeting.

The possibility of moving the entrance of the library to the north side of the building will also be discussed at a future meeting.

PLANNING COMMITTEE – next meeting March 3, 2016 at 6:00 pm.

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

NOMINATING COMMITTEE – next meeting April 2016

ART COMMITTEE – next meeting March 3, 2016 at 6:30 pm.

FINANCE COMMITTEE – next meeting spring 2016

BOARD PRESIDENT REMARKS

J. Duff commented on the recent updates to the library.

BOARD MEMBER REMARKS

K. Nelson suggested a punch card in collaboration with local businesses.

K. Herro suggested a community read event.

DIRECTOR’S REPORT

Operations

An update on circulation numbers since the library began opening and closing one hour earlier Monday-Thursday, and opening one hour earlier on Fridays: From November 2015 through January 2016, there were 2047 checkouts between 9 and 10 am, compared to 501 checkouts between 8 pm and 9 pm during the same time period last year, for a positive difference of 1546 checkouts.

A board member asked at the last meeting: If a patron gets a replacement card, does their information carry over to their new account. The answer is yes, assuming it’s a replacement card and not an entirely new registration. That patron’s fines, fees, reading history (if the patron has elected to turn that feature ‘on’), saved reading lists, and holds carry over to their new library card number.

The board discussed and postponed action on a “Lucky Day” collection of browsable, non-holdable library materials. This item is not listed on the agenda for this month because B. Bleck needs more time to gather information.

Collection Development

On this month’s statistical report, there are a few updates:

The number of “Cataloged” items reflects what has been cataloged, processed, and is available to patrons. “Pending” is anything that we have received that is not shelf-ready – so it could include items that are cataloged but not processed. This update is a result of our using Acquisitions (as mentioned in last month’s director’s report), and gives a more accurate picture of items that are “Pending” as opposed to items that are fully “Cataloged.”

There is not a number reported for “Word Processing” because the computer that previously had limited functionality as just a word processing computer is now connected to the Internet like the others in the reference area. The ‘word processing’ number that had been reported to the board each month did not reflect all the word processing happening on the library’s computers anyway, just the word processing happening at that one computer.

There is a new line in the statistical report showing the number of holds in our library system fulfilled by Oconomowoc items per month. One result of using Acquisitions is that items show as “On-Order” in the online catalog even before they arrive and are cataloged, which allows patrons to place holds earlier. This number will help us see if having our items show as “On-Order” correlates with an increase in the number of holds fulfilled by our items.

Programs

The adult services and children’s librarians and I discussed the need to encourage program attendees to check out items (our program attendance was well above last year’s, but circulation was lower). Staff discussed a number of ways to do this, including having displays up at each program.

Marketing

Last month, it was suggested that the library’s newsletter calendar include not just board meetings, but committee meetings as well, and this month’s newsletter reflects that update.

Personnel

The Board requested an updated list of who is on what committee. That information is included in the board packet, along with an updated contact list for board members.

Jim Preston will no longer be able to continue serving on the library board. Jim’s current term would have ended in April 2016. B. Bleck will be in contact with Mayor Nold about appointing a replacement for him.

Budget

Long-Term Financial Plan requests were due to the city on Friday February 5. Working with city and library staff, B. Bleck submitted a request for the year 2021 for $10,800 to repair and replace the ceiling tiles in the library’s skylight area, and $40,000 for the same year for new shelving for the children’s picture books.

Continued System Involvement/Continuing Education

B. Bleck recently received information on two continuing education opportunities for library trustees — one series of videos and one in-person workshop. The city will reimburse will reimburse mileage for any board member attending this training. Please let B. Bleck know if you would like to pursue these learning opportunities.

A copy of a recently completed study of cataloging in our library system is in the board packet. Based on the results of the study, library staff and Bridges Library System staff are discussing implementing centralized cataloging in our library system.

Friends

The Friends will hold an informational/organizational gathering on Wednesday March 16 at 6 pm at the library. The purpose of the gathering will be to inform interested folks about what the Friends do and what leadership and volunteer opportunities are available.

Public Relations

B. Bleck will attend the annual Library Legislative Day in Madison on Tuesday February 9. She will have the opportunity to speak with our elected representatives about the importance of libraries in our state.

OLD BUSINESS

Consider/Act on purging expired patron registrations that have fees and/or fines under $100 and that are 6 years or older.

B. Bleck recommended approving the purging of the 431 expired patron registrations that have fees and fines under $100.00 that are 6 years or older. It is extremely unlikely that the library will ever recover these funds, as these registrations are for patrons who have, in many cases, passed away, moved, have a different name, or could be using the card of a family member.

K. Herro moved to approve, M. Krahn seconded and motion carried.

NEW BUSINESS

Approve job description and compensation level for Special Services Coordinator.

On October 15, 2015 the board approved creating the position of Special Services Coordinator.  A job description was distributed in the board packet for review.

M. Krahn moved to approve, L. Baudoin seconded and motion carried.

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 8:28 pm.

L. Radder, Recording Secretary

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