July 12, 2018 Regular Board Meeting Minutes

FINANCIAL AND STATISTICAL REPORTS

June financial reports were reviewed.
June statistics were reviewed.

STATS UP YTD		STATS DOWN YTD
Collection	adult and juvenile DVDs, CDs, and CD books; juvenile books	Collection	adult books
Circulation	Dodge and Jefferson Counties; adult circulation; outreach; juvenile circulation; renewals; total circulation; ILL requests by OPL; ILLs filled by OPL	Circulation	city circulation; Waukesha County; holds filled; ILLs filled for OPL
Patrons	new juveniles; total juvenile patrons; new resident patrons; total patrons	Patrons	new adult registration and total adult patrons; total resident patrons
Services	library visits; room reservations	Services	reference questions; internet uses; Wi-Fi uses; exams
Programs	adult programs and attendance; adult and juvenile outreach; total programs	Programs	juvenile and teen programs and attendance; total program attendance
Web	web visits - highest ever for June; new newsletter subscribers; web posts and interaction; Facebook new likes; Facebook engagement	Web	Facebook posts created

Finance Committee

Members - M. Mulder, M. Krahn, D. Knutson

Last Meeting - July 9, 2018

Next Meeting - June 2019

Reported at the July 12, 2018 Regular Board meeting.

[spacer height="15px"]M. Mulder called the meeting to order at 5:08 pm.

[spacer height="15px"]Members present - M. Krahn, D. Knutson, M. Mulder

[spacer height="15px"]REVIEW AND DISCUSSION

[spacer height="15px"]The 2019 budget draft was reviewed.

[spacer height="15px"]B. Bleck highlighted the following -

we were not given a budget bucket this year, due to LTFP being delayed and strategic planning process
part-time wages with benefits (113) and without benefits (125) were adjusted because more of our part-time staff are without benefits now
$850 was added to PT no benefits line (125) for a seasonal summer, temporary, minimum wage position for a teen.
Funds were shifted from PT w/ benefits (113) to the Sunday hours line (126) for the library board to consider making summer Saturday and Sunday hours change at the same time.
Several expenses were moved from 210 (library services non-IT) to 325 (electronic media): Flipster, Overdrive Advantage, databases, Gale and some to 324 (licenses and permits): movie licenses, Envisionware
$800 was added to line 210 to have our building automation system checked and updated annually
funding for wi-fi hotspot data and the additional Internet network was added to the internet budget line (226)
line 241 (maintenance contracts non-IT) was adjusted about $1000 lower based on 2018 end of year projection
due to our e-newsletter’s success, we had to upgrade to the paid version of MailChimp for $360 and added that expense to the software license line (324)
training and travel (330) was increased by $1,000 due to more intrasystem collaborations, staff leadership opportunities, and the expansion of mobile library
funding for DVD shelving was included in line 340, per business plan
line 340 also includes funding for small furnishings and equipment.
line 340 is often overbudget, so it is good to have more budget here than in past years ($7,700 more than 2018 budget)
revenue side: increased donations to $10,000, $1,500 of which is the Bridges grant

[spacer height="7.5px"]M. Krahn moved to approve the 2019 draft budget for presentation to the full board. D. Knutson seconded and motion carried.

[spacer height="7.5px"]ADJOURN
There being no further business to properly come before this committee, motion to adjourn was made by M. Krahn and seconded by D. Knutson. Meeting adjourned at 6:07 pm.

[spacer height="7.5px"]B. Bleck reported budget changes since Finance Committee Meeting:

assorted library system costs came in lower (database charges, movie license charges, etc.)
- this savings was added to line 340 for operating supplies and expenses
fire alarm inspection was listed in two budget lines and over budgeted so $600 was removed from the library maintenance contracts/non-IT (240)
- $500 remains in the services budget line (210)
- The $600 from the library maintenance contracts/non-IT (240) was moved to operating supplies (340)

DIRECTOR’S REPORT

[spacer height="15px"]Wisconsin Trustee Training Week 2018 (August 13-17)

[spacer height="7.5px"]This is a free continuing education opportunity for library trustees and staff. There will be one webcast each day from 12-1 pm. You may attend any or all of the webcasts. If you cannot attend the webcast “live,” you can watch the archived version at any time. Information and registration is available at http://www.wistrusteetraining.com/.
[spacer height="7.5px"]This year’s lineup:

Monday, August 13: Orientation for New Library Board Trustees
Tuesday, August 14: Effective Boards Have Effective Meetings!
Wednesday, August 15: From Advocate to Activist
Thursday, August 16: Wisconsin Public Library Standards, 6th Edition for Trustees
Friday, August 17: Crafting Your Library’s Story with Data

[spacer height="7.5px"]BUDGET/FINANCE

[spacer height="7.5px"]The library board’s Finance Committee met at 5 pm on Monday July 9. The library’s budget documents were due to City Hall on July 10, which is after the finance committee meeting, but before the library board meeting. If the library board needs to change anything in the budget, it is still early enough in the process to make those changes.

[spacer height="7.5px"]BUILDING/FACILITIES

[spacer height="7.5px"]A few board members asked about the signs in the parking lot. B. Bleck provided the board with background about the signs. Board members voiced their concern with the signage and would like B. Bleck to explore the possibility of adding a library specific rider to the current signs.

[spacer height="7.5px"]COLLECTION DEVELOPMENT/REFERENCE

[spacer height="7.5px"]A follow-up to a board question regarding who selects which Gale Courses we provide. Bridges patrons have access to every course available in Bridges’ Ed2Go package. No one “selects” the courses for Bridges; they are part of the Ed2Go suite to which we subscribe collaboratively through the library system.

The board was informed at the June board meeting that the library received an email from Mobile Beacon, the company that sold us our hotspots, which said that our hotspots can overheat, causing the batteries to swell and, in a limited number of cases, the hotspots have caught fire. OPL’s hotspots had not had those problems, but to be on the safe side, we pulled the hotspots from circulation while we wait for Mobile Beacon to sort out the issue and provide replacements. The hotspots and the first year of data were funded by Bridges, so this issue affects most if not all of the 24 libraries in Bridges. Some Bridges libraries have received free replacements, whether their hotspots had swelled or not. Unfortunately, Mobile Beacon notified Oconomowoc and several other libraries that we were not eligible for refunds or replacements. B. Bleck will keep pursuing this, and will keep you posted.

[spacer height="7.5px"]CONTINUED SYSTEM INVOLVEMENT/AUTOMATION

[spacer height="7.5px"]The library’s BadgerNet router was replaced on June 25.

[spacer height="7.5px"]FRIENDS OF OPL

[spacer height="7.5px"]The Friends anniversary party planning is going great. The celebration will include interactive historical activities, live music, costumed characters, historical displays and artifacts, professional face painting, a balloon artist, cupcakes, and more.

[spacer height="7.5px"]The next Friends board meeting will be Wednesday August 1 at 6:30 pm.

[spacer height="7.5px"]OPERATIONS

[spacer height="7.5px"]Overall, having the Farmer’s Market in the library’s “backyard” is going well. A few times, it has been difficult for patrons to find a parking spot close to the library, but overall, the Chamber’s signs in the lot seem to be working. The signs mark the part of the lot closest to the library’s entrance as being reserved for library patrons. The Chamber’s market monitor puts the signs up and takes them down each market day. That person also checks the bathrooms regularly to make sure they are clean and orderly.

[spacer height="7.5px"]On Monday June 11, we had our highest number of visitors so far this summer: 1,134. That day was the first “official” day of summer reading after Oconomowoc Area School District’s school year ended. We also had three in-house programs that day. Second place goes to Wednesday, June 27 with 1,058 visitors. That day was three weeks after that first big day, possibly because patrons were returning their materials with three-week loans (plus grace period). We also had two storytimes that day, and “Slime Time,” which attracted 175 participants.

[spacer height="7.5px"]The library was closed on Wednesday, July 4.

[spacer height="7.5px"]PERSONNEL/CONTINUING EDUCATION

[spacer height="7.5px"]B. Bleck announced that the library will have an intern this fall. Her name is Melissa Anderson, and she is the children’s librarian at the Jefferson Public Library. Melissa hopes to be a library director eventually. Melissa will spend 120 hours working and learning at our library this fall. She is a student in the online program at Valdosta State University in Georgia.

[spacer height="7.5px"]The library has hired Jackie Jensen for the position of Circulation Processing Aide. Jackie is a long-time Oconomowoc resident and library patron.

[spacer height="7.5px"]PLANNING

[spacer height="7.5px"]The City Strategic Plan is now on the City’s website, and is open for public comment through July 10. The Council will take action on adopting the plan at their meeting on Tuesday, July 17.

[spacer height="7.5px"]Bridges Library System’s Strategic plan is now complete, and is available at bridgeslibrarysystem.org. The strategic plan was written assuming that the library system will continue doing “business as usual,” but if PLSR results in a dramatic change to our library system, that will require revisiting the plan.

[spacer height="7.5px"]PROGRAMMING

[spacer height="7.5px"]We are well over 1,900 registrants for the kids, teen, and adult summer reading programs. Our goal for the summer is to reach 2,000 registrants.

[spacer height="7.5px"]The library’s second Memory Café will be on Friday, August 3. The theme is beekeeping and honey.

[spacer height="7.5px"]PUBLIC RELATIONS

[spacer height="7.5px"]Jill Fuller, the Marketing Librarian at Bridges, has been on the news a few times in the past few weeks. She was on Fox6 discussing all of the different things patrons can check out with their Café card (Bridges library card), and how that helps patrons save money.

[spacer height="7.5px"]An interview with Jill on ABC27 WKOW focused on summer reading programs at libraries.

NEW BUSINESS

[spacer height="15px"]Discuss "Spaces" section of Community Needs Assessment results

[spacer height="15px"]Per board request, this item was carried over from last month’s board meeting.

[spacer height="7.5px"]Consider/Act on approving the 2019 library budget

[spacer height="7.5px"]The library board's finance committee will met on July 9. The 2019 budget was discussed.

[spacer height="7.5px"]H. Schick moved to approve the 2019 budget. M. Krahn seconded and motion carried.

[spacer height="7.5px"]Consider/Act on letter to Public Library System Redesign (PLSR) Steering Committee, Core Recommendation Collaborators, and Model Development Summit participants

[spacer height="7.5px"]Per the board’s request, B. Bleck included a letter for board review. This letter is addressed to the PLSR Steering Committee and the two committees that will assist Steering in creating the final model that Steering will present to the Department of Public Instruction at the end of the PLSR process. B. Bleck presented a summary of Model W and Model Y, as well as an update on PLSR progress. The board asked B. Bleck to finalize the letter and M. Mulder will sign it.

[spacer height="7.5px"]Discuss Q2 Business Plan progress report

[spacer height="7.5px"]The quarterly update was included in board packets.