OCONOMOWOC PUBLIC LIBRARY
BOARD OF TRUSTEES
 
MINUTES
REGULAR BOARD MEETING
MAY 10, 2018
CALL TO ORDER
M. Krahn called the meeting to order at 7:04 pm. Agenda was properly posted.
ROLL CALL
MEMBERS PRESENT
L. Baudoin, O. Foat, D. Knutson, M. Krahn,M. Mulder, H. Schick
[spacer height="15px"]MEMBERS ABSENT
K. Nelson, S. Homberg, M. Rosek
[spacer height="15px"]STAFF PRESENT
B. Bleck, L. Radder
MINUTES
D. Knutson moved to approve the minutes of the March 15, 2018 Regular Board meeting. H. Schick seconded and motion carried.
COMMENTS FROM THE AUDIENCE
Jerry Braatz from the Waukesha County UW-Extension Department coordinated this needs assessment, facilitated the design of the survey instrument, analyzed data, and conducted focus groups. The results were presented to the library board at the May 10, 2018 regular meeting.
[spacer height="15px"]Per the Oconomowoc Parks, Recreation, and Forestry Department and Public Library Needs Assessment Report:
[spacer height="15px"]In November 2017, the Survey Research Center mailed a survey to a sample of 1,118 residents in the City of Oconomowoc asking questions about the City Parks, Recreation, and Forestry Department and about the Oconomowoc Public Library. In addition, the SRC mailed a survey containing only library questions to a sample of 1,098 households in neighboring communities in the library’s service area: Town of Ashippun, Town of Ixonia, Town of Oconomowoc, and Village of Summit (referred to as “neighboring communities” in the report).
[spacer height="15px"]The SRC received 401 responses from households in the City of Oconomowoc (covering both parks/recreation/forestry and library) and 249 responses from neighboring communities (covering the library only).
[spacer height="15px"]In addition, in October 2017, UW Extension conducted four focus groups that engaged youth, 20 to 39 year olds, community businesses, and seniors. Thirty-seven people participated in the focus groups.
[spacer height="15px"]Respondents were asked about the importance of a high quality public library to the overall quality of life in Oconomowoc. Answer choices were very important, important, somewhat important, somewhat unimportant, unimportant, and very unimportant. As shown in Chart 7, respondents said public library functions are an integral component of the City’s quality of life. A total of 83% said a high quality public library is important or very important, with the largest percentage (51%) saying it is very important. Only about six percent of respondents said a high quality public library is not important to the overall quality of life in Oconomowoc. These results are similar to the ratings given to parks, recreation, and forestry services and facilities (Chart 1).
[spacer height="15px"]Focus group participants were asked how they would rate the importance of the library to the overall quality of life in Oconomowoc on a scale of 1 to 5, with 1 being the lowest and 5 being the highest. The average was 4.4. The focus groups felt that the library is the “go to place” in the community for being a source of information and an opportunity for residents to engage in services and programs.
[spacer height="15px"]Key findings of the library portion of the survey include:
  • More than eight in 10 respondents said a high quality public library is important or very important to the overall quality of life in Oconomowoc, with half saying it is very important (Chart 7).
  • When asked to give an overall rating to the Oconomowoc Public Library, eight in 10 respondents said the library is good or excellent. However large percentages of respondents said they could not rate the library’s youth, adult, and senior programs. Respondents not able to rate a program often were from demographic groups for whom the activity did not apply. Those who did respond tended to give good or excellent ratings to the listed services (Chart 8).
  • Websites and newspapers are the most common sources of information about the Public Library (Chart 9).
  • Nearly eight in ten respondents have a card from the Oconomowoc Public Library or have a card from another library in Waukesha or Jefferson County (Chart 10).
  • With respect to library use, seven in ten respondents have visited the Oconomowoc Public Library in person in the past 12 months, which equates to approximately 10,200 households in Oconomowoc and neighboring communities. Forty-five percent have accessed the library by computer, 28% have accessed the library by telephone, and 18% have downloaded media or downloaded databases (Chart 11). Relatively few respondents said they have used a public library other than the Oconomowoc Public Library in the past 12 months (Chart 12).
  • Respondents were largely undecided about changes that would increase their use of the Oconomowoc Public Library (Chart 13).
  • Wi-Fi/Internet access was the highest ranked five-year priority for library services and programs, followed by children’s programming (Chart 14). With respect to five-year priorities for library space, the highest priority was for a children’s early literacy corner, followed by public computer space (Chart 15).
FINANCIAL AND STATISTICAL REPORTS
March and April financial reports were reviewed.
March and April statistics were reviewed.
STATS UP YTDSTATS DOWN YTD
Collectionadult and juvenile DVDs, CDs, and CD booksCollectionadult and juvenile books
Circulationtotal circulation; Waukesha, Dodge, and Jefferson County; juvenile and outreach circulation; renewals; ILLs filled by OPL and requested by OPLCirculationcity and other county circulation; holds filled; adult circulation
Patronsnew juvenile registrationsPatronsnew adult and resident registrations; total patrons
Serviceslibrary visits; room reservationsServicesreference questions; internet and wifi use
Programsadult programs and attendance; outreach programming; juvenile programs and attendance; teen programs; total programs and attendanceProgramsteen attendance
Webweb posts; emails sent; post open rate; Facebook new likes; Facebook reachWebweb visits; new subscribers; Facebook posts
VOUCHERS
March 2018 vouchers totaling $16,698.11 and April 2018 vouchers totaling $26,890.36 were approved. 
COMMUNICATIONS AND ANNOUNCEMENTS
The May 2018 newsletter and recent news articles were included in the board packet.
REPORTS
COMMITTEE REPORTS (only bold committees will present)
Facilities Committee
Members - M. Krahn, D. Murray, H. Schick, M. Frye, O. Foat
Last Meeting - December 14, 2017
Next Meeting - to be scheduled
Reported at the December 14, 2017 Regular Board meeting.
Planning Committee
Members - H. Schick, D. Knutson, L. Baudoin, M. Mulder
Last Meeting - Thursday, March 8 , 2018
Next Meeting - October 11, 2018 6:00pm
Reported at the March 15 , 2018 Regular Board meeting.
Nominating Committee
Members – D. Knutson, M. Krahn, O. Foat
Last Meeting –  April 24, 2018
Next Meeting – Thursday, April 11, 2019 6:30pm
Reported at the May 11, 2017 Regular Board meeting.

D. Knutson called the April 24, 2018 meeting to order at 4:35pm.
Members Present - D. Knutson, M. Krahn, O. Foat, L. Baudoin

REVIEW AND DISCUSSION

D. Knutson was chosen committee chair.

Suggestions for 2018 board officer position nominees -

  • Nomination for Board President (June 2018-June 2019): Matt Mulder
  • Nomination for Board Vice President (June 2018-June 2019): Orlin Foat
  • Nomination for Board Secretary (June 2018-June 2019): Lisa Baudoin

The next meeting was scheduled for April 11, 2019 at 6:30pm.

M. Krahn moved to adjourn the meeting,  L. Baudoin seconded. Meeting adjourned at 4:40pm.

Finance Committee
Members - M. Mulder, M. Krahn, D. Knutson
Last Meeting - June 8, 2017
Next Meeting - to be scheduled
Reported at the June 8, 2017 Regular Board meeting.
Operations Committee
Members - L. Baudoin, M. Krahn, M. Mulder
Last Meeting - August 10, 2017
Next Meeting - as needed
Reported at the August 2017 Regular Board meeting.
Fundraising Committee
Members - L. Baudoin, D. Knutson, H. Schick
Last Meeting - March 1, 2018
Next Meeting - as needed
Reported at the March 15, 2018 Regular Board meeting.
Art Committee
Members - K. Nelson, H. Schick, H. Kramer
Last Meeting - October 10, 2016
Next Meeting - as needed
Reported at the October 12, 2016 Regular Board meeting.
BOARD PRESIDENT REMARKS
There were no board president remarks.
BOARD MEMBER REMARKS
There were no board member remarks.
DIRECTOR’S REPORT 
[spacer height="15px"]BUDGET/FINANCE
The City’s timeline for developing the 2019 budget will begin a bit later than usual this year, due to the City currently developing a Strategic Plan. The City would like departments to be able to use the Strategic Plan as we develop our budgets.
[spacer height="15px"]COLLECTION DEVELOPMENT/REFERENCE
Hope Kramer has finished a three-year process of weeding the adult collections. This has been a very large undertaking, which Hope accomplished using a systematic and thoughtful approach. Patron feedback has been outstanding. Now we shift to ongoing ‘maintenance’ weeding.
[spacer height="15px"]Bridges libraries have a new online resource for patrons: Cypress Resume. This is a very easy-to-use online tool for creating a resume and cover letter.
[spacer height="15px"]COMMUNICATIONS
Enclosed in your packet is a letter from the Bridges Library Board to the Public Library System Redesign (PLSR) Steering Committee, sent in April. More about the PLSR process is in your agenda report.
[spacer height="15px"]CONTINUED SYSTEM INVOLVEMENT/AUTOMATION
The Bridges Strategic Planning process is underway. In late April, Bridges Library Board members, Bridges library directors, and Bridges staff gathered for an all-day meeting at New Berlin Public Library. The meeting was collaborative and productive, and attendees shared a number of excellent ideas to work into the plan. It was an especially interesting process this time, due to PLSR. B. Bleck will keep you posted as the Bridges strategic plan develops.
[spacer height="15px"]The sixth edition of the Wisconsin Public Library Standards is now available at https://dpi.wi.gov/pld/boards-directors/library-standards. The Standards are “a self-evaluation tool. The purpose of this voluntary program for Wisconsin public libraries and librarians is to encourage the ongoing development of quality library service in the state by providing public libraries with a tool to identify strengths, recognize areas for improvement, and assist libraries in gaining community support.”
[spacer height="15px"]FRIENDS OF OPL
The Friends book sale went very well. 
[spacer height="15px"]The next meeting of the Friends 125th anniversary party planning committee will be Tuesday May 8 at 6 pm.
[spacer height="15px"]The next meeting of the Friends board will be Wednesday May 9 at 6:30 pm.
[spacer height="15px"]FUNDRAISING
The library received two donations from local banks in April: Waukesha State Bank donated funds for an adult program (Jim Gibbons presented about Amelia Earhart on April 13) as part of the bank’s “Pay It Forward” program. First Bank donated puzzles to the library as part of their “Random Acts of Kindness” program in April.
[spacer height="15px"]OPERATIONS
The library is now closed on Sundays until October. Our summer hours will start on Saturday June 9 (we will close at 1 pm instead of 5 pm on Saturdays).
[spacer height="15px"]The library did not open on Sunday, April 15 due to the inclement weather.
[spacer height="15px"]The library will be closed on Saturday May 26 and Monday May 28 for Memorial Day.
[spacer height="15px"]PERSONNEL/CONTINUING EDUCATION
Hope Kramer and Betsy Bleck will both attend the Wisconsin Association of Public Libraries Conference at Country Springs in Pewaukee on Thursday May 3 and Friday May 4.
[spacer height="15px"]Caitlin Schaffer was asked to co-present at a statewide conference for school librarians and public library youth services librarians. The presentation will be about escape rooms and developing a diverse collection of library materials for young people.
[spacer height="15px"]The second of two new circulation staff members has started. Her name is Kirsten Sobehrad. The first new circulation staff member, Amy Shea, began work on April 5.
[spacer height="15px"]PLANNING
The City’s strategic planning process continues, with a meeting on Thursday May 3 of the planning facilitator Walter Jankowski, all department heads, Common Council members, and the Mayor.
[spacer height="15px"]PROGRAMMING
As usual, May will be a lighter month for programming, to allow staff time to prepare for and market the summer reading program. Two exciting changes so far for summer reading: Children and teens can register in-person or online for the reading program (though they must stop by in person to pick up their reading records). The other update is that we had the brochures professionally printed this year – they look very professional and appealing, and much to the delight of the circulation staff who usually fold more than 5,000 brochures every year…the printer folded them for us! The cost is about the same as it was to print them in-house.
[spacer height="15px"]PUBLIC RELATIONS
The sales of the 125th anniversary t-shirts exceeded our expectations. We received orders for 102 shirts, while our goal was to sell 50. We will monitor feedback and gauge interest for another t-shirt sale in August.
NEW BUSINESS
[spacer height="15px"]Community Needs Assessment Presentation
Jerry Braatz of UW-Extension presented the results of the Community Needs Assessment. Mr. Braatz will present this information at the Parks & Rec Board meeting and the Library Board meeting in May, and will present a summary version at the Common Council meeting on June 5.
[spacer height="15px"]Nominate officers for 2018-2019
The board’s nominating committee submits the following candidates for your consideration:
  • President (June 2018-June 2019): Matt Mulder
  • Vice President (June 2018-June 2019): Orlin Foat
  • Secretary (June 2018-June 2019): Lisa Baudoin

Tonight’s action is to act on nominating this slate of officers. We will hold the election at the June board meeting. Officers assume their duties at the conclusion of the June board meeting.

[spacer height="15px"]Approve Bridges Allowable Costs Worksheet
This information is part of Bridges Library System’s calculation of the county reimbursement formula as a part of their annual budget process. This form needed to be approved by the board and returned to Bridges by May 1. Because the library board did not meet in April, Melissa Krahn signed the document so we would meet the deadline. Now the board needs to approve the document.
[spacer height="15px"]First quarter Business Plan Update
It is time for the first quarter progress report on our Business Plan goals. The progress report was included in your packet in April.
[spacer height="15px"]Mobile Hotspot Report
When the library board set the policies for mobile hotspots, the board asked me to provide an update in May on how the hotspot policies are working, and how circulation is going. Library staff had heard only positive things about the hotspots. The age limit had presented no issues. B. Bleck regularly checked the status of the hotspots, and after the first few weeks, all of the hotspots were on hold or checked out. However, a problem with the hotspot device is causing some hotspots (not OPL's) to expand and malfunction. B. Bleck is working with the vendor to resolve the issue.
[spacer height="15px"]Public Library System Redesign (PLSR) Project update
PLSR is a statewide, librarian-led effort to look for ways to improve library system services in Wisconsin. Workgroups have developed recommendations for how to improve each area of library system services, and those recommendations were open for public comment through May 1. Though the deadline has passed, the reports are still available for review here: http://www.plsr.info/workgroups/workgroupreport/. B. Bleck reviewed the reports and responded to the survey for each workgroup. The PLSR Steering Committee will review the workgroup reports and the survey responses as they consider how to proceed. The next steps in the PLSR process are:
  • Now through June 11: The Steering Committee and Core Recommendation Collaborators (statewide group of stakeholders) develop a vision for library systems’ administrative, governance, and funding structure
  • June 11 – July 20: Steering Committee recommendations public comment period
  • July 30 and 31: Model Development Summit (PLSR committees and another statewide group of stakeholders)
  • Fall 2018: Steering Committee delivers their recommendation report to Wisconsin Department of Public Instruction
CLOSED SESSION
D. Knutson moved to convene into closed session at 8:51 pm per Wis. Stats. 19.85(1)(c) “Considering employment, promotion, compensation, or performance evaluation data of any public employee over which the governmental body has jurisdiction or exercises responsibility (Library Director). H. Schick seconded. Motion carried with a roll call vote. D. Knutson moved to reconvene into open session at 9:17 pm, H. Schick seconded. Motion carried.
ADJOURN
There being no further business to properly come before this board, motion to adjourn was made by D. Knutson and seconded by H. Schick. Meeting adjourned at 9:17 
[spacer height="15px"]Lissa Radder, Administrative Coordinator