OCONOMOWOC PUBLIC LIBRARY
BOARD OF TRUSTEES

January 12, 2017 Regular Board Meeting Minutes

CALL TO ORDER
M. Krahn called the meeting to order at 7:04 pm. Agenda was properly posted.
ROLL CALL
MEMBERS PRESENT
S. Grothaus, M. Krahn, K. Nelson, M. Miller, L. Baudoin, M. Mulder, H. Schick, D. Knutson (arrived at 7:18 pm)
MEMBERS ABSENT
P. Gephart
STAFF PRESENT
B. Bleck, L. Radder
MINUTES
H. Schick requested a friendly amendment to the Comments from the Audience section of the December 8, 2016 meeting minutes to state the dollar amount, $2,000, presented by the Wisconsin Pioneer Council. M. Miller moved to approve the December 8, 2016 minutes as corrected, H. Schick seconded, and the motion carried.
COMMENTS FROM THE AUDIENCE
There were not audience or comments.
FINANCIAL AND STATISTICAL REPORTS

The December 2016 financial report was reviewed. B. Bleck noted that approximately $170,000 dollars’ worth of larger expenses were outstanding as of the board meeting but would be paid yet from the 2016 budget along with the regular operating expenses.

Statistical reports were distributed and reviewed. Statistics down over last year include program attendance for adults and juveniles; total patrons (due to expired patron record purging); room reservations; and library visits. Statistics up over 2015 include the number of programs offered for adults, teens, and children; teen program attendance; total circulation; the number of reference questions asked; and the number of holds filled by OPL.

VOUCHERS
 The board approved December 2016 vouchers totaling $34,087.08.
COMMUNICATIONS AND ANNOUNCEMENTS
The December newsletter and library related newspaper articles were included in the board packet.
REPORTS
COMMITTEE REPORTS (only bold committees will present)
Facilities Committee Members - H. Schick, D. Knutson, L. Baudoin, M. Mulder
  Last Meeting - December 8, 2016 Next Meeting - Thursday, May 11, 2017 6:00 pm
  Reported at the December 2016 regular board meeting.
Planning Committee Members - H. Schick, D. Knutson, L. Baudoin, M. Mulder
  Last Meeting - December 8, 2016 Next Meeting - Thursday, March 09, 2017 6:30 pm
 

H. Schick reported on the December 8, 2016 Planning Committee Meeting.

M. Miller made a motion to move discussion of the 2017 business plan goals to earlier in the agenda during reports, M. Mulder seconded.

2017 business plan goals were discussed.

H. Schick moved to approve the 2017 Business Plan Goals, M. Miller seconded. Motion carried.

December 8, 2016 Planning Committee Meeting Minutes

The meeting was called to order by H. Schick at 6:10 pm. It was ascertained that the meeting had been properly posted.

Members present were H. Schick, D. Knutson, M. Krahn, and L. Baudoin. Staff present was B. Bleck.

M. Krahn moved to approve the minutes of the November 10, 2016 meeting, D. Knutson seconded.

The committee reviewed and discussed the 2017 goals and finalized for presentation to full board.
B. Bleck and staff established measurements and timetables for each objective on the business plan.

Each objective on the business plan was discussed –

  • Work with local businesses and organizations and other city departments on marketing efforts
  • Increase awareness of and participation in library services in OPL’s service area
    • Community outreach activities and creative marketing were added to actions
  • Make library easy to navigate, and collections easy to find
  • Improve process/procedures for book donations and post-book sale unsold materials
    • Identify better storage procedures for book sale materials was added
  • Continue to work with the Bridges Library System on e-media content provision
  • Librarians continue to maintain the library’s collection
  • Continue art inventory
  • Support and ensure the success of “1,000 Books Before Kindergarten” program
  • Continue actively promoting the program
  • Continue to offer high-quality programs for adults, explore opportunities to increase and diversify adult program offerings
  • Serve Oconomowoc residents who are unable to visit the library in person
  • Offer the best user experience possible to all who use the library in person, virtually, or over the phone.
  • Offer optimal service to those who live in the City of Oconomowoc
  • Continue relationships between the library, schools, senior living facilities, home school groups, and a diverse array of community groups in the area
  • Participate in at least three local community events such as parades, fairs, etc. with participation of library board members
  • Explore planned giving campaign
  • Update library procedures manual
  • Ensure safety of staff and patrons in emergency situations
  • Monitor success of recently revitalized Friends of the Library, and ensure the continuation of positive momentum gained in 2016
  • Advocate for better funding from Waukesha County by working with the Bridges Director and APL
  • Review staffing needs, responsibilities, and productivity
  • Continue to work with Facilities Committee to evaluate and improve library facility
  • Keep up with maintenance needs of library building and grounds
  • Budget projects for the library by working with library staff, facilities committee, and city maintenance staff to update necessary areas of the library
  • Continue walk-through with new board member orientation
  • Committees become or continue to be active and vital
  • Board involvement in director’s annual review

M. Krahn moved to approve the goals section of the 2017 Business Plan, L. Baudoin seconded.
The next meeting is scheduled for March 9, 2017 at 6:30 pm.

There being no further business to properly come before this committee, motion to adjourn was made by M. Krahn and seconded by L. Baudoin. Meeting adjourned at 7:06 pm.

Nominating Committee Members - D. Knutson, M. Krahn
  Last Meeting - October 27, 2016 Next Meeting - April 2017
Finance Committee Members - M. Mulder, M. Krahn, D. Knutson
Last Meeting - June 9, 2016 Next Meeting - June 2017
Operations Committee Members - L. Baudoin, M. Krahn, M. Mulder
  Last Meeting - December 12, 2016 Next Meeting - as needed
 

M. Krahn reported on the December 12, 2016 Operations Committee Meeting.

Privacy Policy Discussion

M. Mulder made a motion to move discussion of the Privacy Policy to earlier in the agenda during reports, H. Schick seconded.

Revisions to the Privacy Policy were discussed.

H. Schick moved to approve the first reading of the revised Privacy Policy, L. Baudoin seconded. Motion carried.

Meeting Room Policy Discussion

H. Schick made a motion to move discussion of the Meeting Room Policy to earlier in the agenda during reports, S. Grothaus seconded.

Revisions to the Meeting Room Policy were discussed.

L. Baudoin moved to approve the first reading of the revised Meeting Room Policy with friendly revisions, M. Miller seconded. Motion carried.

December 12, 2016 Operations Committee Meeting Minutes

The meeting was called to order at 7:09 pm by M. Krahn. It was ascertained that the meeting had been properly posted.

Members present L. Baudoin, M. Krahn, and M. Mulder. Staff present B. Bleck.

It was moved by M. Mulder and seconded by L. Baudoin to approve the minutes of the October 19, 2016 meeting.

Privacy Policy

B. Bleck shared a draft of a privacy policy. The original draft was provided by C. Meyer, Bridges System Director, and revisions were made by B. Bleck to fit the needs of the Oconomowoc Pubic Library.

The sections of the privacy policy were reviewed by the committee.

L. Baudoin moved to approve the friendly amendments to the privacy policy for presentation to the full board for a first reading, M. Mulder seconded, and the motion carried.

Meeting Room Policy

An updated draft of the meeting room policy was reviewed. Revisions include a revised definition of for profit group eligibility for meeting room use and guidelines for room use by groups with minor children.

M. Mulder moved to approve the friendly amendments to the meeting room policy for presentation to the full board for a first reading, L. Baudoin seconded.

The next meeting will be scheduled as needed.

There being no further business to properly come before this committee, motion to adjourn was made by L. Baudoin, seconded by M. Mulder. Meeting adjourned at 7:48 pm.

Fundraising Committee Members - L. Baudoin, D. Knutson, H. Schick
  Last Meeting - October 27, 2016 Next Meeting - as needed
  Reported at the November 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 2016 regular board meeting.
BOARD PRESIDENT REMARKS
There were no board president remarks.
BOARD MEMBER REMARKS
H. Schick reminded board members to continue to provide volunteer hours.
DIRECTOR'S REPORT
 
BUDGET/FINANCE

Thank you again to the board for offering to fund the mural with gift fund dollars. B. Bleck was pleased to report that the library had savings in other budget lines, enough to pay for the mural without using the gift fund. Please check out the YouTube video of the mural being painted, in time lapse: https://youtu.be/l8JR-KjQeFs. L. Radder is currently developing a page on the website, which will share historical information on the local landmarks shown in the mural, as well as part of the artist’s vision statement and the YouTube video.

There is $379,313 remaining in the 2016 budget as of the end of November. This number will decrease substantially once December expenses are included, as well as once big-ticket expenses (parking lot, exterior signage and lighting, ADA-accessible bathroom, CD shelving) that add up to about $170,000 are factored in. 

COLLECTION DEVELOPMENT/REFERENCE
The new World Languages Collection is being cataloged and placed on the shelf right now. The collection will be highlighted in the next OPL newsletter, and telling other libraries’ patrons about it in a special feature in an upcoming issue of the Bridges newsletter.
 
CONTINUED SYSTEM INVOLVEMENT/AUTOMATION
B. Bleck will gather any questions/requests for further information on the Short Takes for Trustees series viewed by the board.
 
PERSONNEL/CONTINUING EDUCATION

H. Kramer and B. Bleck are interviewing candidates for the part-time reference and programming librarian position. Applications for our other open position of circulation assistant are due January 17.

Diane Gard’s last day as City Administrator will be Thursday, January 12. Her successor is Sarah Kitsembel, who has been the City’s Finance Director for a number of years. Sarah hopes to come to the library board meeting in February or in March.

PLANNING 

2016 Business Plan goals with a “progress report” was included in the board packet.
 
PROGRAMMING 
The library’s new 1,000 Books Before Kindergarten program is off to a great start. Currently, there are about 120 kids signed up.
 
OLD BUSINESS

Approve amount for gift fund expenditure for National Library Week (April 9-15, 2017)

H. Schick will look at local candy stores for ideas and pricing. Discussion will be postponed until the February board meeting.

NEW BUSINESS

Approve 2017 Business Plan Goals

M. Miller made a motion to move discussion of the 2017 business plan goals to earlier in the agenda during reports, M. Mulder seconded.

2017 business plan goals were discussed.

H. Schick moved to approve the 2017 Business Plan Goals, M. Miller seconded. Motion carried.

First reading, Privacy Policy revision

M. Mulder made a motion to move discussion of the Privacy Policy to earlier in the agenda during reports, H. Schick seconded.

Revisions to the Privacy Policy were discussed.

H. Schick moved to approve the first reading of the revised Privacy Policy, L. Baudoin seconded. Motion carried.

First reading, Meeting Room Policy revision

H. Schick made a motion to move discussion of the Meeting Room Policy to earlier in the agenda during reports, S. Grothaus seconded.

Revisions to the Meeting Room Policy were discussed.

L. Baudoin moved to approve the first reading of the revised Meeting Room Policy with friendly revisions, M. Miller seconded. Motion carried.

ADJOURN
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, Administrative Coordinator