OCONOMOWOC PUBLIC LIBRARY
BOARD OF TRUSTEES
MINUTES
REGULAR BOARD MEETING
February 14, 2019

CALL TO ORDER

M. Mulder called the meeting to order at 6:21pm. Agenda was properly posted.

ROLL CALL

MEMBERS PRESENT

M. Mulder, L. Baudoin, D. Knutson, M. Krahn, H. Schick, O. Foat (arrived at 6:29pm)

MEMBERS ABSENT

O. Foat, S. Homberg, K. Nelson, M. Rosek

STAFF PRESENT

B. Bleck, L. Radder, J. Fidler

MINUTES

D. Knutson moved to approve the minutes of the January 10, 2019 Regular Board Meeting. M. Krahn seconded and motion carried.

COMMENTS FROM THE AUDIENCE

There were no audience or comments.

FINANCIAL AND STATISTICAL REPORTS

The January financial report was reviewed.
The January statistical report was reviewed.
STATS UP YTDSTATS DOWN YTD
Collectionall other materialsCollectionadult & juvenile books
Circulationcity; Waukesha, Dodge, other counties; total circulation; adult item circulation; outreach; overdrive; renewals; holds filled Circulationjuvenile item circulation; ILL requests & items filled
Patronsnew adult & resident patrons; total adult & resident patrons; total patrons
Patronsnew & total juvenile patrons
Servicesexams; room reservations Servicesvisits; reference questions; internet & WiFi use
Programsoutreach programs & attendance Programsadult & teen programs & attendance; juvenile attendance; total programs & attendance (note - some programs were cancelled due to weather in January)
Webnew email subscribers; Facebook posts & engagement Webweb visits; web posts; emails sent; Facebook new likes

VOUCHERS

January 2019 vouchers totaling $29,353.29 were approved.

COMMUNICATIONS AND ANNOUNCEMENTS

The February newsletter and recent articles were included in the board packet.

REPORTS

COMMITTEE REPORTS (only bold committees will present)

Facilities Committee
Members - M. Krahn, D. Murray, H. Schick, M. Frye, O. Foat
Last Meeting - December 13, 2018
Next Meeting - June 13, 2019 5:00pm
Reported at the December 13, 2018 Regular Board Meeting.
Planning Committee
Members - H. Schick, D. Knutson, L. Baudoin, M. Mulder
Last Meeting - December 10, 2018
Next Meeting - March 14, 2019 6:00pm
Reported at the December 13, 2019 Regular Board Meeting.
Nominating Committee
Members - D. Knutson, M. Krahn, O. Foat
Last Meeting - April 24, 2018
Next Meeting - April 11, 2019
Reported at the May 10, 2018 Regular Board Meeting.
Finance Committee
Members - M. Mulder, M. Krahn, D. Knutson, M. Rosek
Last Meeting - July 9, 2018
Next Meeting - July 2019
Reported at the July 12, 2018 Regular Board Meeting.
Operations Committee
Members - L. Baudoin, M. Krahn, M. Mulder
Last Meeting - February 14, 2019
Next Meeting - as needed
Reported at the February 14, 2019 Regular Board Meeting.
MEETING NOTES
M. Krahn called the meeting to order at 5:50pm.
MEMBERS PRESENT
L. Baudoin, M. Krahn, M. Mulder
REVIEW & DISCUSSION
[spacer height="10px"]Home Service Policy
[spacer height="10px"]M. Krahn requested a copy of the Home Service procedure to review along with the policy. The procedure includes guidelines on signing up for home delivery, requesting materials, exchanging materials, and renewing materials.
[spacer height="10px"]M. Krahn requested to have liability information available for both the recipient and volunteer. 
[spacer height="10px"]The committee suggested adding a disclaimer for service availability subject to weather, volunteer availability, and other extenuating circumstances.
[spacer height="10px"]It was also suggested that notification for cancellation of delivery or pick-up be given by 4 pm the previous day.
[spacer height="10px"]M. Mulder moved to recommend the Home Service policy for consideration by the full board, L. Baudoin seconded. 

[spacer height="10px"]ADJOURN

[spacer height="10px"]M. Mulder moved to adjourn the meeting, L. Baudoin seconded. Meeting adjourned at 6:17pm.
Fundraising Committee
Members - L. Baudoin, D. Knutson, H. Schick
Last Meeting - March 1, 2018
Next Meeting - as needed
Reported at the March 15, 2018 Regular Board Meeting.
Art Committee
Members - K. Nelson, H. Schick, H. Kramer
Last Meeting - October 10, 2016
Next Meeting - as needed
Reported at the October 13, 2016 Regular Board Meeting.

BOARD PRESIDENT REMARKS

There were no board president remarks.

BOARD MEMBER REMARKS

There were no board member remarks.

DIRECTOR'S REPORT

BUILDING/FACILITIES

Due to one City staff member sustaining a non-work related injury, the replacement of the kitchenette cabinets in the Lyke Room is going more slowly than we planned. The project is coming along though, and is going to look great.

COLLECTION DEVELOPMENT/REFERENCE

The library is considering applying for a competitive grant of $2,500, funded by Bridges Library System. Our application will be for early literacy kits and memory care kits, which would be available for checkout. These kits have been well-received at other libraries. The grant is due on March 1.

[spacer height="10px"]The hotspots are charged up and ready to circulate!

COMMUNICATIONS

At last month’s board meeting, the subject of considering a library Twitter account came up. B. Bleck is speaking to colleagues whose libraries have Twitter accounts and talking to staff about the idea.

CONTINUED SYSTEM INVOLVEMENT/AUTOMATION

M. Mulder, B. Bleck, and Friends co-presidents L. Schleicher and S. Hughes planned to attend Library Legislative Day in Madison on February 12. Unfortunately, the weather was too bad and they did not attend.

FRIENDS OF OPL

The Friends board had their quarterly meeting on February 6. The group discussed a potential update to how the library requests Friends funds, as decided which Friend will use the Bridges-funded WLA membership. Other updates from the Friends are that they experimented with sending a renewal reminder postcard to Friends whose membership expired, and it looks as though that effort resulted in several membership renewals.

LIBRARY OPERATIONS

B. Bleck had two updates about the maximum fines:
  • This change occurred on Monday, February 4. I wanted to wait until then so our circulation manager was back from vacation, in case the change caused any issues, which it did not.
  • She took the intent of the board’s action to be that the maximum fine a patron can incur per item should be $5, but if the replacement cost of the item is less than $5 (a magazine or a paperback picture book, for example), the fine should max out at the cost of that item. So the patron would not end up paying more than the cost of the item in this case. 
[spacer height="10px"]The library closed at 4 pm on Monday, January 28 and all day Wednesday January 30, due to weather. The library being closed for a whole weekday is highly unusual (I only remember it happening maybe once, before my time as director), and was a difficult decision. During that challenging week, library staff were champions at taking on the duties of those who were absent, switching shifts to cover for for those who could not drive in, or who were ill or on vacation. Another possibly unprecedented occurrence from that week was that we had no Bridges van delivery for three days, because Waukesha County closed down all ‘non-essential’ services on those days. This caused quite a backup followed by a deluge, but again, library staff were flexible with their schedules and workflows, and worked hard to get holds and returns processed quickly for patrons.

PERSONNEL/CONTINUING EDUCATION

Our newest staff member is Liz Uhler, who recently moved to Oconomowoc. Liz will be replacing Kirsten Sobehrad at the checkout desk. [spacer height="10px"]We are also in the midst of hiring a replacement for Jenny Brooks, our cataloging processing aide, who was offered full-time employment at her other job.

PROGRAMMING

Lisa Baudoin and Books & Company for graciously offering to bring author Elizabeth Letts to OPL. Ms. Letts’ visit will is the centerpiece of and the inspiration for the whole weekend.

NEW BUSINESS

Consider/Act on Approving Home Service Policy (first reading)

[spacer height="10px"]It is one of the library’s Business Plan goals to begin offering Home Service in 2019. The Home Service policy was reviewed by the Operations Committee and discussed by the board. 

M. Krahn moved to approve the 1st reading of the Home Service policy with the suggested edits, L. Baudoin seconded.

Consider/Act on Updating Hours of Operation
[spacer height="10px"]The board discussed updating the library’s hours of operation so that Saturday and Sunday hours change at the same time, at Memorial Day and Labor Day. This change is included in the 2019 budget and the business plan. 
[spacer height="10px"]M. Krahn moved to update the hours with the library closed on Mother's day, H. Schick seconded.

Consider/Act on approving job description for Summer Reading Program Assistant position
[spacer height="10px"]Library staff worked with the City’s Human Resources Manager to develop the job description for the seasonal part-time position called for in the 2019 budget and Business Plan. The board reviewed and discussed the seasonal part-time position
[spacer height="10px"]H. Schick moved to approve the job description for the Summer Reading Program Assistant, M. Krahn seconded.
Discuss updating the information included on the board's monthly statistical reports

[spacer height="10px"]The board reviewed the monthly statistical report and made changes. These changes will be reflected on the February report.

ADJOURN

There being no further business to properly come before this board, motion to adjourn was made by O. Foat, H. Schick seconded. Meeting adjourned at 7:43 pm.
[spacer height="10px"]L. Radder, Administrative Coordinator