MINUTES
July 13, 2017
CALL TO ORDER
O. Foat called the meeting to order at 7:19 pm. Agenda was properly posted.
ROLL CALL
MEMBERS PRESENT
O. Foat, S. Grothaus, L. Baudoin, M. Rosek, D. Knutson (arrived at 7:30 pm)
MEMBERS ABSENT
M. Krahn, H. Schick, M. Mulder 
STAFF PRESENT
B. Bleck, L. Radder
MINUTES
M. Rosek moved to approve the minutes of the June 8, 2017 board meeting, S. Grothaus seconded.
Motion carried.
COMMENTS FROM THE AUDIENCE
 There were no comments from the audience.
FINANCIAL AND STATISTICAL REPORTS

June financial reports were reviewed.

June statistics were reviewed.

Stats Up YTD

 Collection -Adult DVD/Blu-ray; all juvenile items
in collection
 Circulation -Lucky day = 521 (highest in 3 mos);
city; circ is up in all counties; adult;
OverDrive; renewals, interlibrary
loans
 Patrons -New juvenile; new city resident; total
city residents
 Services -Library visits; reference questions;
internet uses
 Programs -Adult and kids programs; kids
attendance
 Web Stats -New newsletter subscribers;
Facebook posts created, reach, and
engagement

Stats Down YTD

 Collection -Adult – books, CD books, music
CDs; pending/in-process materials
average less than 100 items per
month
 Circulation -Juvenile circ; holds filled
 Patrons -New adults
 Services -Room rentals; WiFi logins
 Programs -Adult attendance; teen programs
and attendance
 Web - Web visits; web emails sent; post
open rate
VOUCHERS
June vouchers totaling $19,850.51 were approved.
COMMUNICATIONS AND ANNOUNCEMENTS
July newsletter and library related newspaper articles were included in the board packet.
REPORTS
COMMITTEE REPORTS (only bold committees will present)
 
Facilities CommitteeMembers - Members - M. Krahn, D. Murray, H. Schick, M. Frye, O. Foat
Last Meeting -May 11, 2017Next Meeting -Thursday, December 14, 2017 at 6:00 PM
Reported at the May 2017 regular board meeting.
 
Planning CommitteeMembers – H. Schick, D. Knutson, L. Baudoin, M. Mulder
Last Meeting -March 9, 2017Next Meeting -Thursday, October 12, 2017 at 6:00 PM
Reported at the March 2017 regular board meeting.
 
Nominating CommitteeMembers – D. Knutson, M. Krahn, O. Foat
Last Meeting -May 4, 2017Next Meeting -Thursday, April 12, 2018 at 6:00 PM
Reported at the May 2017 regular board meeting.
 
Finance CommitteeMembers – M. Mulder, M. Krahn, D. Knutson
Last Meeting -June 8, 2017Next Meeting -June 2018
Reported at the June 2017 regular board meeting.
 
Operations CommitteeMembers – L. Baudoin, M. Krahn, M. Mulder
Last Meeting -December 12, 2016Next Meeting -Thursday, August 10, 2017 at 6:30 PM
Reported at the December 2017 regular board meeting.
 
Fundraising CommitteeMembers – L. Baudoin, D. Knutson, H. Schick
Last Meeting -October 27, 2016Next Meeting -as needed
Reported at the November 2016 regular board meeting.
 
Art CommitteeMembers – K. Nelson, H. Schick, H. Kramer
Last Meeting -October 10, 2016Next Meeting -as needed
Reported at the October 2016 regular board meeting.
 
BOARD PRESIDENT REMARKS
 There were no board president remarks.
BOARD MEMBER REMARKS
 S. Grothaus and M. Rosek volunteered to participate on committees as needed.
DIRECTOR’S REPORT
BUDGET/FINANCE
The Common Council has chosen take a different course on the Long-Term Financial Plan (LTFP) adoption this year. Usually, they adopt a plan for the next five years, though the timelines for projects in the plan are subject to change. This year, Council adopted the capital plan for 2018, but not for 2019-2022. The Council will do some strategic planning to determine their priorities and direction, and then the city will re-write the 2019-2022 portion of the LTFP. For 2018, the library had requested $50,000 for updated furnishings for the adult area and $75,000 for pneumatic controls for the boiler. Unfortunately, the funding request for the furnishings was pushed to 2019, because the requests from all city departments resulted in having to shift the timing of some projects (this affected many departments, not just the library). The pneumatic controls funding was approved at Council on 6/20/2017.B. Bleck reported that the sidewalk contract for the work along South Street came in under budget at $22,602 (DPW had recommended budgeting $50,000 in capital for the project). The sidewalk work will be folded into the landscaping and irrigation project later this summer.
BUILDING/FACILITIES
B. Bleck reported that the irrigation subcontractors have been working on installing the irrigation in the parking campus this week. When that work is done, the sod can be laid. She has requested the weeds and grass be trimmed to keep the area looking as neat as possible, and have advocated to the project managers for the speedy completion of this project. The city staff leading the project has done the same, trying to get the contractors in as quickly as possible.
COLLECTION DEVELOPMENT/REFERENCE
The Lucky Day collection has had 1,170 circulations so far. 
COMMUNICATIONS
125TH ANNIVERSARY IDEAS/DISCUSSION
As word is spreading that the 125th anniversary of the library is coming up in 2018, board members, Friends, staff, and others have come up with a number of great ideas for ways to celebrate. B. Bleck’s goals for any observances are that they be joyful, educational about the library, and manageable for staff and anyone else who helps plan and implement observances.
CONTINUED SYSTEM INVOLVEMENT/AUTOMATION
Wisconsin Trustee Training Week will be August 21-25. Every day from noon-1 there will be a webinar on various topics of interest to trustees. The brochure is in your board packet. The state Joint Finance Committee included $1.5 million additional dollars for library system aid to be added over a two-year period. The next steps for this to become reality would be for the increase to be approved by the legislature and not vetoed by the Governor, and then for it to become part of the approved state budget. This is the issue you might remember B. Bleck mentioning in the director’s report a few months ago, when librarians across the state attended Joint Finance Committee budget hearings to advocate for this funding.
LIBRARY OPERATIONS
B. Bleck reported that the library has gone 12 months (actually much longer) without a workers’ comp claim. CAFÉ has adopted the updated Best Practices for libraries that bill for cross-county use. One of these best practices is to update patron information on library card registrations every 18 months, instead of every three years. This will help ease concerns that arise from time to time from counties that balk at paying for cross-county borrowing, by ensuring we are relying on current, solid patron registration data. OPL has created a positively-toned reminder email that patrons will receive two weeks before their card registration is due to be updated. This email is sent automatically by Polaris.Part of the Community Needs Assessment will likely include the vendor meeting with stakeholders (including the library board) to get input on the kinds of information you would like to gather from our community. This could be done during a library board meeting, or perhaps the board would prefer to form an ad hoc subcommittee for this. The committee would likely meet just once with the vendor. 
PROGRAMMING

The library has a regular presence at the Farmer’s Market on Saturdays this summer. If board members are available to stop by the library booth for a quick visit, please let B. Bleck know. This will assist in reaching the goal in the 2017 Business Plan of board members assisting at a minimum of three community events:

22-Jul19-Aug23-Sep21-Oct
29-Jul26-Aug30-Sep28-Oct
OLD BUSINESS
There was no old business.
NEW BUSINESS
Approve Vendor for Community Needs Assessment
B. Bleck reported that the UW Extension was chosen as the vendor for the community needs assessment. Their fee is $18,601. L. Baudoin moved to approve UW Extension as the vendor for the community needs assessment, D. Knutson seconded. M. Rosek opposed. Motion carried. 
ADJOURNMENT 
There being no further business to properly come before this board, motion to adjourn was made by M. Rosek and seconded by S. Grothaus. Meeting adjourned at 7:55 pm.

Lissa Radder, Recording Secretary