January 14, 2016 Regular Board Meeting Minutes

CALL TO ORDER

J. Duff called the meeting to order at 7:08 p.m. It was ascertained that the meeting had been properly posted.

ROLL CALL

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

MEMBERS ABSENT
J. Preston, K. Herro

STAFF PRESENT
B. Bleck, L. Radder

MINUTES

It was moved by M. Krahn and seconded by L. Baudoin to approve the minutes of the November 12, 2015 regular board meeting.

REPORTS

Financial and cataloging reports were reviewed.

VOUCHERS

The Board approved the vouchers for December 2015 totaling $34,724.26.

COMMUNICATIONS & ANNOUNCEMENTS

The January 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 next committee meeting is scheduled for February 11, 2016 at 6:00 pm.

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 10, 2016 at 6:00 pm.

FINANCE COMMITTEE – next meeting spring 2016

BOARD PRESIDENT REMARKS

J. Duff encouraged board members to walk through the library to check out the new updates.

BOARD MEMBER REMARKS

M. Krahn commented on the great effort being made to advertise library programs through email.

DIRECTOR’S REPORT

Communications
A letter was included in board packets from the estate of a local woman who donated a sculpture to the library, which will soon be on display in the library’s reference section.

Planning
2015 Business Plan Update – following encompasses only those goals which had a timeline of “end of 2015”:

Actions “Expand adult programming” and “survey the public for program ideas”, with the outcome being “increased library usage:” Final year-end totals are not yet available but numbers through November show total program attendance for adults and children is up 1,400 over the same time last year. Circulation not including OverDrive checkouts is up 1,855. Circulation without OverDrive is down 1,368 compared to the same time last year.

Action “Regular interaction between the director, children’s librarian, and school representatives,” with the outcome “children’s librarian develops relationships with the schools”: Caitlin Schaffer, the children’s librarian, has developed many relationships with the schools, reaching out to folks too numerous to list in full here, but including guidance staff, several language teachers, music department staff, drama coaches, as well as school librarians.

Objective “Participate in at least three local community events…with participation of board members”: The board volunteered at the antique book sale, Oconomowoc Festival of the Arts, the library’s rummage sale. The library also appeared at several community events including the recreation fair, Kids’ Fest, and Moonlit Movies.

Objective “Advocate for better funding from Waukesha County by working with the WCFLS Director and APL” with the outcome “Increased funding” and “Increased knowledge.” B. Bleck represented the library’s interests at APL meetings, and has gained invaluable knowledge on how library funding works. The library’s funding from the library system will be steady in 2016, and the addition of Jefferson County libraries will decrease the library’s system membership costs.

Objective “Consider having a mural painted in the library lobby,” with the outcome “visitors’ first impression of the library improved”: The library has begun raising funds for the mural, and has begun researching a process to have a mural painted in 2016, as noted in the 2016 Business Plan.

Fundraising
The library received two monetary donations recently, one from the Oconomowoc Rotary Foundation to fund purchasing comfortable seating for the children’s section and one from the Festival of the Arts.

Personnel
Library and city staff and B. Bleck have been discussing the job description and duties of our new special services coordinator position. Position description and compensation information will be presented to the board for approval before posting for the position.

Library Operations
The library’s new policies on children’s fines (increasing to 5 cents per day from 2 cents per day) and no longer offering refunds on lost items will take effect January 18. The new policy on maximum checkouts, maximum holds, and renewals has already taken effect.

Library staff have been working hard to implement our use of Acquisitions, which is a tool available within our automated system. Acquisitions will streamline our ordering, receiving, financial, and cataloging processes. We began using this tool in the New Year, and we are looking forward to seeing the positive results.

Building
The furnishings the library was able to purchase with savings in the 2015 budget have been very well-received by our patrons. Many of the pieces have been installed, but there are still several pieces that need to be assembled and installed.

Continued System Involvement
Regarding our statistics for OverDrive use for the month of December: During the week we were offline in December, all of the circulations that occurred for Waukesha County libraries were credited to Waukesha Public Library. So the OverDrive statistics for the month of December reported in your board report are not accurate. As you know, funding is not attached to OverDrive usage, but Bridges is determining a way to redistribute Waukesha County’s usage for the annual report.

Friends of OPL
This month, the Friends generously donated funds to replace worn-out copies of classic literature in the library’s collection.

NEW BUSINESS

Consider/Act on special holiday closings for 2016:

Thanksgiving: Close early (at 6 pm) Wednesday November 23
Christmas: Close Saturday December 24 through Monday December 26
New Year’s: Close Saturday December 31 through Monday January 2

H. Schick moved to approve the holiday closings for 2016, M. Krahn seconded.

Consider/Act on purging patron registrations for those who have fees and fines that are 6 years or older.

In Wisconsin, it is a local board decision how long to keep patron registrations for those who have outstanding fees and fines. The library has quite a stack of old fines and fees for long-expired patrons. B. Bleck presented information from other libraries on their practices for purging expired patrons with fines and fees, and consulted with Diane Gard, the city’s accounting department, Connie Meyer, and the city attorney on this issue. Since odds are extremely low that the library will recover these funds, B. Bleck would like to purge patron registrations for those who have fees and fines that are 6 years or older.

M. Krahn moved to postpone discussion of purging patron registrations until the February 2016 meeting.

Approve Annual CAFE Membership Agreement.

M. Krahn moved to approve the Annual CAFE Membership Agreement, H. Schick seconded.

Discuss lucky day/browsing collections.

B. Bleck presented details on how a lucky day/browsing collection would work. Two copies of each title would be needed in the collection – one for normal circulation and one for the lucky day collection. B. Bleck will work with staff to gather more information and create a draft policy for the operations committee to review.

M. Krahn moved to postpone further discussion to a future meeting after a policy review and P. Gephart seconded.

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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