OCONOMOWOC PUBLIC LIBRARY
BOARD OF TRUSTEES
 
MINUTES
REGULAR BOARD MEETING
FEBRUARY 8, 2018
CALL TO ORDER
D. Knutson called the meeting to order at 7:08 pm. Agenda was properly posted.
ROLL CALL
MEMBERS PRESENT
L. Baudoin, O. Foat, S. Homberg, D. Knutson, M. Mulder, K. Nelson, H. Schick
MEMBERS ABSENT
M. Krahn, M. Rosek
STAFF PRESENT
B. Bleck
MINUTES
L. Baudoin moved to approve the minutes of the December 14, 2017 Regular Board meeting. H. Schick seconded and motion carried.
COMMENTS FROM THE AUDIENCE
There were not audience or comments.
FINANCIAL AND STATISTICAL REPORTS
2017 year-end and January 2018 financial reports were reviewed.
December 2017 and January 2018 statistics were reviewed.
STATS UP YTDSTATS DOWN YTD
Collectionadult CD books and music CDs; juvenile books, DVDs, and music CDsCollectionadult books, adult DVDs, juvenile books
Circulationother circulation; juvenile circulation; outreach; ILL requests and receiptsCirculationcity, Waukesha and Dodge Counties; adult circulation; total circulation; renewals and holds filled
Patronsnew juvenile registration; total juvenile patrons; total resident patronsPatronsnew adult and resident registration
Serviceslibrary visits; room reservationsServicesreference questions; internet and WiFi use
Programsnumber of programs offeredProgramsprogram attendance all ages; total attendance
Webnumber of web posts created; post open rate; Facebook reach and engagementWebweb visits; new newsletter subscribers; new Facebook likes
VOUCHERS
December 2017 vouchers totaling $28,380.96 were approved. January 2018 vouchers totaling $17,113.30.
COMMUNICATIONS AND ANNOUNCEMENTS
The February 2018 newsletter and recent news 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 14, 2017
Next Meeting - Thursday, May 10, 2018 at 6:00 pm
Reported at the December 14, 2017 Regular Board meeting.
Planning Committee
Members - H. Schick, D. Knutson, L. Baudoin, M. Mulder
Last Meeting - December 14, 2017 
Next Meeting - Thursday, March 15 , 2018 at 6:30 pm
Reported at the December 14, 2017 Regular Board meeting.
Nominating Committee
Members – D. Knutson, M. Krahn, O. Foat
Last Meeting – May 4, 2017
Next Meeting – Thursday, April 12, 2018 at 6:45 pm
Reported at the May 11, 2017 Regular Board meeting.
Finance Committee
Members - M. Mulder, M. Krahn, D. Knutson
Last Meeting - June 8, 2017
Next Meeting - June 2018
Reported at the June 8, 2017 Regular Board meeting.
Operations Committee
Members - L. Baudoin, M. Krahn, M. Mulder
Last Meeting - August 10, 2017
Next Meeting - as needed
Reported at the August 10, 2017 Regular Board meeting.
Fundraising Committee
Members - L. Baudoin, D. Knutson, H. Schick
Last Meeting - October 10, 2016
Next Meeting - Thursday, March 1, 2018
Reported at the October 12, 2016 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 12, 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
 
BUDGET/FINANCE
Staff have implemented a new cash handling procedure. This has been a project with many moving parts and lots of training required. Kudos to Lissa Radder for her hard work on getting this going, and to Marilyn Muehlenberg, Linda Karpinski, and the circulation desk staff for taking on extra responsibilities. The City finance department asked the library to update our cash handling procedures to mirror those at City Hall.
 
BUILDING/FACILITIES
The library had record low electricity usage in November and December 2017. Don Murray, building maintenance manager, says this could be due to Utility funding 600 LED bulbs for the library (which use much less electricity) or due to new boiler equipment.
 
COLLECTION DEVELOPMENT/REFERENCE
After hearing from many patrons, library staff are working on ‘genrefying’ the adult DVD collection. Within the fiction collection of DVDs, instead of them being organized by title, they will be organized by genre: Comedy, Fantasy, Sci-Fi, Musicals, Adventure, Drama, Western, World Language, and TV series. The change has been very popular with our many patrons who come in ‘looking for a good Western,’ or saying ‘I need a new TV series’.
 
COMMUNICATIONS
Unfortunately, at least three businesses were the target of a marketing scam by a company claiming to be working with OPL. B. Bleck received a box of hundreds of one-page 2018 calendars with a map of Oconomowoc on the back, which also say “Presented by Oconomowoc Library.” The company goes by many names (Universal AdCom and Hometown Productions are a few) and is well-known to the Better Business Bureau and several state attorneys general. The company did the same thing last January, and B. Bleck called them to object. When it happened again this year, B. Bleck called the company again and they requested she send a certified letter asking them to stop, which she did. She called the three businesses that purchased advertising (Reneu Health & MediSpa in Oconomowoc, a McDonald’s in Waukesha, and Horn Bros. Inc. in Muskego) to alert them to the situation, and contacted the city attorney, the police department, the Chamber of Commerce, and the Better Business Bureau.
 
CONTINUED SYSTEM INVOLVEMENT/AUTOMATION
Patrons can now pay library fines online. After a great deal of work by Mellanie Mercier at Bridges, patrons are now able to pay fines of $5 or more online, with a convenience fee of fifty cents. Library staff will not handle credit cards. Patrons can pay on their own mobile devices or computers, or at any of the catalog or public computers at the library. Patrons just log into their account through the OPL website, and if their fines are over $5, the option to pay online will appear. It’s been a soft rollout, to make sure there are no problems. So far, so good! The library system will provide promotional materials after the soft roll-out, likely in February. Bridges will reconcile the accounts monthly, and for now will issue checks to libraries monthly. The frequency of check issuance will likely be an item of discussion at an upcoming APL meeting (APL=Alliance of Public Libraries, the monthly meeting of Bridges library directors and Bridges staff).
 
FRIENDS OF OPL
The Friends ad-hoc 125th anniversary party planning committee held its first meeting on Thursday January 25. The next meeting of the Friends board will be Wednesday, February 21 at 7 pm.
 
The Friends book sale is scheduled for April 27-29, 2018.
 
OPERATIONS
The Christmas and New Year’s holiday weekends went smoothly. The first day we were open after New Year’s, circ staff cleared 7 carts of materials from the book drop, and the pick list (items patrons have put on hold, which we ‘pick’ from the shelf) was 42 pages long (usually about 15-24 pages after a non-holiday weekend).
 
The annual Magazine Giveaway will be held March 17 and 18. This year, it will be held in the Spaulding Room, as the Lyke Room is all booked up with library or community events.
 
PERSONNEL/CONTINUING EDUCATION
B. Bleck has submitted her annual summation of Continuing Education (CE) activities to the library system, to maintain her library director certification as required by Chapter 43 of Wisconsin statutes. Library directors must re-certify every five years, which makes her ‘date’ September of 2019. Library directors must complete 100 hours of CE in the 5-year period before re-certifying. B. Bleck is well past that minimum.
 
PROGRAMMING
Promotional materials were included in board packets for “Libraries Transform,” which is a system-wide effort to raise awareness of libraries’ role in their communities, and vice versa. Please see those materials for more details. There are also a few special opportunities for board members to be involved.
  • “Because” posters: We have 11 “Because” statements (below). The “because” statements answer the question, “Why do you value the library?” or “Why do you use the library?,” etc. You may have your picture taken with the “Because” statement of your choice. The statements:
    • Because more people visited a Waukesha County library than attended a Packers game last year #GoTeamLibrary
    • Because for every $1 invested in Wisconsin libraries, $4 return to our communities
    • Because 62% of the population can’t be wrong #LibraryCardHolders
    • Because listening to books leads to reading books #1000BooksBeforeKindergarten
    • Because 1 card gets you over 2,000,000 items
    • Because strong libraries build strong communities
    • Because learners get ahead
    • Because everyone is welcome
    • Because audiobooks turn commutes into adventures
    • Because you can borrow more than you can buy
    • Because books are just the beginning
  • "I'm an expert in..." signs: These are fill-in-the-blank signs. You can use a dry erase marker to finish the sentence “I’m an expert in…” however you choose. Please consider posing with this sign so we can show off all the skills our board members have. Maybe your expertise is in:
    • Recommending great books to friends
    • Planning for the library’s future
    • Telling the world about the library
    • Or anything else!
  • READ Poster station: Jennie Fidler set up a READ Poster station in the teen area for the month of February. There is a backdrop in the teen section in front of which all board members, patrons and staff are welcome to take a selfie. If you would like to participate, I can take the photo and upload it to Facebook or you may do so yourself. Please tag the library and include LibrariesTransform.
PUBLIC RELATIONS

Each city department will again present to the Common Council a 5-minute summary of the past and current year. I will present on behalf of the library on Tuesday February 20.

Wisconsin Library Legislative Day will be Tuesday, February 20. I will attend in order to thank our legislators for their support of library legislation this year. Trustees are welcome to attend, as well. Please let me know if you are interested.

The latest issue of Wisconsin’s The Municipality magazine is all about libraries: http://www.lwm-info.org/DocumentCenter/View/1848. There is a piece by the director of the library in Eagle, Alli Chase, as well as a wonderful quote from a City of Waukesha alderman.

NEW BUSINESS
Consider/Act on authorizing library board president to sign annual report
The library’s annual report to the Wisconsin Department of Public Instruction is due by March 1. Before the annual report is submitted, the library board must approve it. The board will not have a meeting until after the due date. This is a common situation around the state each year, because municipalities are still closing out the prior year’s financials, which are part of the annual report. When this situation arises, the library board can authorize the president to sign the annual report, as long the board formally approves the annual report in March.
 
H. Schick moved to authorize the library board president to sign the annual report. Lisa Baudoin seconded and the motion carried.
 
Consider/Act on library remaining open until 5 pm on Saturday August 25, 2018
This is the library’s 125th anniversary date, and the date of the anniversary party (details coming soon!). The party will be in the afternoon to avoid overlapping with the farmer’s market. The library closes at 1 pm on Saturdays in the summer. If the library were to remain open during the party, partygoers could use the library. This would entail remaining open four extra hours (1-5 pm). This change would only apply to Saturday August 25, 2018. The only costs associated with doing this would be for three part-time staff to cover the reference and circulation desks.
 
L. Baudoin moved to remain open until 5 pm on Saturday August 25, 2018. K. Nelson seconded and the motion carried. 
 
Consider/Act on changing age limit on hotspots
It turns out the library's ILS can work with a limit of age 16 and up. Staff will change 16-17 year olds to "Child Restricted" patron code.
 
M. Mulder moved to change the age limit on hotspots to 18 and up if it turns out using the "Child Restritected" patron code does not work. H. Schick seconded and the motion carried. 
 
Discuss recognition of donors
Some libraries have a system of recognition for people who donate to the library. Currently, OPL does not have such a system in place, beyond sending thank you notes and putting nameplates in books purchased with donated funds. The exception to this is the shelf of “golden books” which recognizes donors to the teen section renovation, and the plaque for donors to the building’s construction (in the vestibule at the library’s entrance). Would the board be interested in developing a system of recognition? This is a good time to consider this, while staff develops marketing materials for planned giving. There are numerous ways we could recognize donors, with varying levels of cost: A permanent sign in the library that we update regularly, the library’s website or newsletter, social media, an annual letter to the editor or an advertisement in the newspaper, and many other ideas. Of course, some donors prefer to remain anonymous, and we would respect those wishes. There are several ways the board could proceed. A few of those options could be to ask staff to develop some options for the board to consider, ask the board’s Fundraising Committee to develop some options, or proceed as we currently do and not develop a system of recognition.
 
A Fundraising Committee meeting will be scheduled to further discuss donor recognition.
 
B. Bleck updated the board on fourth quarter 2017 business plan goals.
ADJOURN
There being no further business to properly come before this board, motion to adjourn was made. Meeting adjourned at 8:02 pm.
 
Lissa Radder, Administrative Coordinator