March 15, 2018 Regular Board Meeting Minutes

FINANCIAL AND STATISTICAL REPORTS

February 2018 financial reports were reviewed.

February 2018 statistics were reviewed.[spacer height="15px"]

STATS UP YTD		STATS DOWN YTD
Collection	adult - CD books, DVDs/Blu-ray; juvenile - CD books, DVDs/Blu-ray, music CDs	Collection	adult books, adult music CDs, juvenile books
Circulation	Jefferson County; Outreach; juvenile circulation; renewals; ILLs filled by OPL	Circulation	City; Waukesha and Dodge Counties; total circulation; adult circulation; holds filled
Patrons	new juvenile registration	Patrons	new registrations - adult & resident; total adult & resident patrons
Services	room reservations	Services	library visits; reference questions; internet and wifi use
Programs	adult programs and attendance; teen programs	Programs	juvenile programs and attendance; teen attendance; total program attendance and number of programs offered
Web	Facebook reach and engagement	Web	web visits; new subscribers; Facebook posts created

Planning Committee

Members - H. Schick, D. Knutson, L. Baudoin, M. Mulder

Last Meeting - Thursday, March 15, 2018

Next Meeting - Thursday, October 11, 2018

[spacer height="15px"]Reported at the December 14, 2017 Regular Board meeting.

The Planning Committee met on December 14, 2017.
H. Schick called the meeting to order at 6:47 pm.
Members present - M. Krahn, O. Foat, L. Baudoin, H. Schick. D. Knutson

REVIEW AND DISCUSSION

Revisions to the 2018 Business Plan Goals were discussed.

M. Krahn moved to approve the 2018 Business Plan Goals for presentation to the full board. D. Knutson seconded.

The next meeting was scheduled for March 8, 2018 at 6:30 pm.

D. Knutson made a motion to adjourn, M. Krahn seconded. Meeting adjourned at 6:51 pm

Reported at the March 15 , 2018 Regular Board meeting.

The Planning Committee met on March 15, 2018.
H. Schick called the meeting to order at 6:35 pm.
Members Present - M. Krahn, L. Baudoin, D. Knutson, H. Schick, M. Mulder

REVIEW AND DISCUSSION

M. Krahn moved to table "Review Minutes of the December 2018 Committee Meeting" to the next scheduled committee meeting. L. Baudoin seconded.

M. Mulder moved to approve the full draft of the 2018 Business Plan and present to the full board. M Krahn seconded.

The next meeting was scheduled for October 11, 2018 at 6:00 pm.

M. Krahn moved to adjourn the meeting, L. Baudoin seconded. Meeting adjourned at 6:45 pm.

Fundraising Committee

Members - L. Baudoin, D. Knutson, H. Schick, S. Homberg, D. Knutson

Last Meeting - March 1, 2018

Next Meeting - as needed

[spacer height="15px"]Reported at the March 15, 2018 Regular Board meeting.

The Fundraising Committee met on March 1, 2018

L. Baudoin called the meeting to order at 6:49 pm.

Members present - L. Baudoin, S. Homberg, H. Schick

REVIEW AND DISCUSSION

Consider/Act on the Recognition of Donors

B. Bleck gathered information from other libraries in the system on donor recognition. D. Knutson suggested recognizing donors in the newsletter and in B. Bleck's newspaper column. A yearly donor summary list will also be published in the newsletter and newspaper.

Consider/Act on Special Fundraising for 125th Anniversary

One idea was to have jars displayed in the library for people to vote on their favorite genre by placing coins in corresponding jar.

[spacer height="15px"]Another idea was to encourage attendees of the anniversary celebration to collect 125 pennies to donate the day of the party.

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DIRECTOR’S REPORT

BUDGET/FINANCE

The City has begun the Long-Term Financial Plan (LTFP) process for 2018-2022. On a related note, the City will soon begin work on a strategic plan. B. Bleck will keep the board informed as both of those progress.

[spacer height="15px"]BUILDING/FACILITIES

The electric utility installed two light poles on the west side of the building. They now match the light poles in the rest of the lot.

[spacer height="15px"]COLLECTION DEVELOPMENT/REFERENCE

The Wi-Fi hotspots are now available for checkout.

[spacer height="15px"]CONTINUED SYSTEM INVOLVEMENT/AUTOMATION

Bridges made a change to the ‘convenience fee’ for paying fines online. It is moving from 50 cents to 5% of the transaction amount. This is so the convenience fee will completely cover the cost of offering the service. Bridges staff realized the convenience fee needed adjusting after seeing how the first month of offering this service went. So far, patrons seem to appreciate having the option to pay online.

[spacer height="15px"]FRIENDS OF OPL

The Friends had a board meeting on February 21. The next meeting will be Wednesday, March 9. The 125th anniversary party planning committee continues to meet monthly, and has a splendid party in the works. Please mark your calendar for Saturday August 25 at 2 pm!

[spacer height="15px"]PERSONNEL/CONTINUING EDUCATION

[spacer height="15px"]Marilyn Muehlenberg, Circulation Supervisor, will mark 20 years of service to the library on Saturday March 17.

[spacer height="15px"]The library welcomed a new part-time reference librarian to the team: Epros Weiss. Epros is currently pursuing her Masters of Library and Information Studies through UW-Milwaukee.

[spacer height="15px"]Pat Ambrose and Margaret Jacobson plan to retire this spring. Pat has worked at the checkout desk for 21 years, and Margaret for over 26 years. The two positions are posted, with applications due Monday March 12. Obviously, the successful candidates will have extraordinarily big shoes to fill!

[spacer height="15px"]PROGRAMMING

The Filmless Film Club is hard at work producing short films for the library’s 125th anniversary. Their next ambition is to film no fewer than 125 library patrons saying “hi!,” one at a time. This is a high bar! Would you be willing to say hello for the camera crew? There are two windows of time for filming: Friday Mar. 23, 4-7 pm or Saturday Apr. 7, 2-5. pm You would not have to be present that whole time! Just for a few minutes.

[spacer height="15px"]The library’s first Memory Café was a great success! We heard very positive comments from attendees and from County staff in attendance.

[spacer height="15px"]The Libraries Transform “Not Just for the Birds” event was a hit as well. The room was packed – there were about 250 attendees (not including the birds!) ranging in age from baby to senior citizen.

[spacer height="15px"]Jennie Fidler was the coordinator of both the Memory Café and the Libraries Transform month programming. Jennie also took on a leadership role in coordinating the system-wide Libraries Transform campaign. She did an inspiring job with all of it.

[spacer height="15px"]PUBLIC RELATIONS

Jerry Braatz of UW-Extension will present the findings of the Community Needs Assessment on Tuesday, April 3 at City Hall. The plan is for Jerry to present to the Library Board, the Parks and Recreation Board, and the Common Council all at the same time. The exact time is to be determined.

NEW BUSINESS

[spacer height="15px"]Approve 2017 State Annual Report

Every year, the library must report to the Wisconsin Department of Public Instruction on many aspects of the library’s finances, staffing, patron use, compliance with standards, and more.

[spacer height="15px"]H. Schick moved to approve the endorsement by M. Krahn and submission of the 2017 State Annual Report. L. Baudoin seconded and motion carried.

[spacer height="15px"]Approve Statement of System Effectiveness on the 2017 Annual Report

This is the last page of the annual report, where the library board indicates that we are pleased with the services provided by our library system.

[spacer height="15px"]H. Schick moved to approve the endorsement by M. Krahn and submission of the Statement of System Effectiveness on the 2017 Annual Report. D. Knutson seconded and motion carried.

[spacer height="15px"]Approve the 2018 Business Plan

The board already approved the goals in the business plan. The entire business plan document, including the narrative and statistics information at the beginning, was reviewed by the Planning Committee to be presented to the full board for approval.

[spacer height="15px"]M. Krahn moved to approve the 2018 Business Plan. D. Knutson seconded and motion carried.

[spacer height="15px"]Appoint Nominating Nommittee

A Nominating Committee needs to form this month, which will put together a list of candidates for the election of officers at the June board meeting.

[spacer height="15px"]L. Baudoin, M. Krahn, O. Foat, S. Homberg, and D. Knutson will serve on the Nominating Committee.