March 3, 2016 Regular Board Meeting Minutes

CALL TO ORDER

J. Duff called the meeting to order at 7:00 p.m. It was ascertained that the meeting had been properly posted.

ROLL CALL

MEMBERS PRESENT
J. Duff, L. Baudoin, D. Knutson, H. Schick (by phone), K. Nelson, P. Gephart, K. Herro

MEMBERS ABSENT
M. Krahn

STAFF PRESENT
B. Bleck, L. Radder

MINUTES

It was moved by P. Gephart and seconded by D. Knutson to approve the minutes of the February 11, 2016 regular board meeting.

REPORTS

Cataloging reports were distributed and reviewed.  February financial reports were not available at the time of the meeting and will be distributed at the April meeting.

VOUCHERS

The Board approved the check vouchers for February 2016 totaling $26,234.24.  February p-card vouchers will be presented at the April meeting.

COMMUNICATIONS & ANNOUNCEMENTS

The March newsletter and library related newspaper articles were also included in the board packet.

COMMITTEE REPORTS

FACILITIES COMMITTEE – next meeting May 19, 2016 at 6:00 pm.

PLANNING COMMITTEE – met March 3, 2016 at 6:00 pm. A final draft of the 2016 business plan was reviewed and will be presented to the full board for final approval.  Next meeting September 8, 2016 at 6:00 pm.

FUNDRAISING COMMITTEE – will meet again when the need arises to raise funds.

NOMINATING COMMITTEE – next meeting April 14, 2016 at 6:30 pm.

ART COMMITTEE – met March 3, 2016 at 6:30 pm. K. Nelson and H. Schick will work with B. Bleck to research values on the library art collection.  B. Bleck will investigate art loaning collections.  A library open house during art festival week was suggested and will be discussed at future meetings.  The next meeting was scheduled for 6:00 pm on May 12, 2016.

FINANCE COMMITTEE – next meeting spring 2016.

BOARD PRESIDENT REMARKS

A library card signup initiative was suggested.  September is library card signup month and the possibility of school presentations and signup were discussed.  B. Bleck will discuss possibilities with staff.

BOARD MEMBER REMARKS

K. Nelson presented information on the possibility of a punch card program in collaboration with local businesses.

DIRECTOR’S REPORT

PERSONNEL

The Bridges Library System has been considering moving to centralized cataloging. The Bridges Board approved hiring a central cataloger, and the library system is moving ahead with this major change to how we do cataloging. In light of this development, B. Bleck made the difficult decision to eliminate the library’s part-time cataloger position.

COLLECTION DEVELOPMENT

An update on developing a ‘lucky day’ collection of non-holdable, non-renewable popular titles: The Materials Selection and Maintenance Policy would cover developing such a collection. The policy states, “selection is based on…the needs, interests, and demands of the Oconomowoc community.” Also, the loan period and fines for this collection would fall into the existing structure, so the board need not create a policy in order for the library to move ahead with developing this collection at this time.

BUILDING

The most recent updates to the library have been very well-received, especially the change from centrally-located, large computer catalog stations to laptops distributed throughout the library’s collection.

PUBLIC RELATIONS

The library will participate in the Oconomowoc Parks and Recreation Department’s Community Recreation Fair on Saturday March 19 at the Community Center.

The Common Council has invited each department to present to the Council on the work of their department. I will be representing the library at the Council meeting on Tuesday March 1.

FRIENDS OF THE LIBRARY

The Friends are planning a membership reorganization meeting for Wednesday March 16 at 6 pm. The goal will be to build up the membership and encourage folks to take on leadership roles.

B. Bleck confirmed with the Friends that Trustees are dues-free members of the Friends.

The special “Leap Year” (extra) book sale was held February 26-28. There was a large inventory of items to sell, and several new volunteers stepped forward to help sort books and prepare for the book sale.

NEW BUSINESS

APPROVE 2015 ANNUAL REPORT

The 2015 Wisconsin Department of Public Instruction Public Library Annual Report was distributed in the board packets. K. Herro moved to approve, D. Knutson seconded, motion carried.

APPROVE THE 2015 STATEMENT OF EFFECTIVENESS

The Statement of System Effectiveness was included in the Wisconsin Department of Public Instruction Public Library Annual Report – K. Herro moved to approve, D. Knutson seconded, motion carried.

APPROVE 2016 BUSINESS PLAN

A final draft of the 2016 business plan was reviewed.  Revised pages were distributed updating total program statistics and the addition of revitalization of the friends under the administration goals.  The 2016 goals were approved at a previous board meeting.  K. Herro moved to approve the 2016 Business Plan, H. Schick seconded.

SHORT TAKES FOR TRUSTEES

The board watched “What It Means To Be a Trustee”, the first video in a 10 video series provided by the American Library Association.  Topics in the series explain the basics, such as what it means to be a Trustee (discussing the broad fiduciary responsibilities of governing boards as well as the limits of an advisory board), as well as how to set policy, how to evaluate the library director (and why you should!), along with board self-evaluation, and the ethical and parliamentary standards for boards — both governing and advisory.  Additional videos will be presented at future board meetings.

There being no further business to properly come before this Board, motion to adjourn was made by H. Schick, seconded by D. Knutson and carried. Meeting adjourned at 7:52 pm.

L. Radder, Recording Secretary

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