OCONOMOWOC PUBLIC LIBRARY
BOARD OF TRUSTEES

November 10, 2016 Regular Board Meeting Minutes

CALL TO ORDER

M. Krahn called the meeting to order at 7:03 p.m. It was ascertained that the meeting had been properly posted.

ROLL CALL

MEMBERS PRESENT
L. Baudoin, D. Knutson, M. Krahn, H. Schick, K. Nelson

MEMBERS ABSENT
P. Gephart, M. Mulder, M. Miller, S. Grothaus

STAFF PRESENT
B. Bleck, L. Radder

MINUTES

It was moved by H. Schick and seconded by D. Knutson to approve the minutes of the October 13, 2016 regular board meeting.

FINANCIAL AND STATISTICAL REPORTS

Statistical reports were distributed and reviewed.

The following statistics were up year-to-date over 2016: juvenile registration 2.9%; adult programs 35%; adult attendance 30.9%; teen programs 2%; teen attendance 10.4%; total programs 4.8%; adult circulation 1.7%, juvenile circulation 29%; total circulation 2.9%; ILL filled by OPL 7.5%; reference questions 25.8%; adult dvds in collection 24.2%; facebook engagement 50.3%; web visits 6.1%; newsletter subscribers 148%; wifi 196%.

Adult registration was down 9.5%; juvenile attendance down 13.4%; total attendance down 7.9%; visits down 5%; room reservations down 13.5%; and web posts sent down 46.8%.

M. Krahn suggested contacting the Oconomowoc High School regarding proctoring exams.

October 2016 financial reports were reviewed. B. Bleck reported being on track with the budget and should end the year with a budget surplus.

VOUCHERS

The Board approved the p-card and check vouchers for September 2016 totaling $23,377.78.

COMMUNICATIONS & ANNOUNCEMENTS

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

COMMITTEE REPORTS

FACILITIES COMMITTEE – next meeting December 8, 2016 at 6:00 pm.

PLANNING COMMITTEE – met on Thursday, November 10, 2016

The meeting was called to order at 6:07 pm by H. Schick. It was ascertained that the meeting had been properly posted.

Members present
H. Schick, L. Baudoin, D. Knutson, M. Krahn 

Staff present
B. Bleck, L. Radder

It was moved by M. Krahn to approve the minutes of the March 3, 2016 meeting, D. Knutson seconded. Motion carried.

DISCUSSION

Review of the 2016 Business Plan and Progress

B. Bleck provided an update on the status or the 2016 Business Plan for third quarter 2016.

Objective: Develop a ‘brand’ for the Oconomowoc Public Library

Progress: The library now has a consistent logo (adapted from the city logo) on our website, newsletter, flyers, signage, letterhead, and stationery.

Objective: Identify opportunities to improve library’s social media efforts

Progress: The results of the social media survey completed at the end of 2015 indicated that the library would not have a much wider reach if marketing on an additional platform. The decision was made to stick with Facebook for now. As such, the need for a ‘social media plan’ was lessened. The plan, unwritten, is that L. Radder does the majority of social media marketing on the general library Facebook page, with other staff able to also post. The Youth Services team takes care of the teen Facebook page. We have purchased several Facebook ads this year. A social media policy was adopted by the library board on October 13.

Objective: Explore cost and design of signage on the exterior of the library building

Progress: Lemberg won the project and is now getting the necessary permits. Once the permitting is done, they are ready to go with production and installation. This project will be complete in 2016.

Objective: Improve outreach services to seniors

Progress: The library received a generous grant from Target to fund startup costs for mobile library services. The goal in the business plan was to have outreach services to senior living facilities underway in September. However, formulating an outreach plan, meeting with leadership at the senior living facilities, and writing and approving an outreach policy took longer than I anticipated. This service will be underway early in the New Year.

Objective: Pursue additional sources of library funding such as grants and fundraising opportunities by revitalizing the Friends group.

Progress: The Friends are in an exciting new chapter. The goal was to add 2-3 very active new members of the Friends by the fall book sale, and B. Bleck reported that goal was surpassed. The Friends now have updated bylaws, numerous committees that chip in with time and talent, there is a new Board of Directors that will meet in mid-November, and the Friends recently held their first annual meeting in approximately 20 years.

The library has applied for and received numerous grants this year, including from the AT&T Pioneers, Target, and the Oconomowoc Area Foundation.

Objective: Consider having a mural painted in the library lobby

Progress: The artist Anne Raskopf has won the project. The library board generously approved funding the mural with the gift fund. The artist and B. Bleck are working on logistics of timing and insurance, and the goal is to have the mural painted in December. However, it is possible this project will be delayed by the construction of the new ADA-accessible bathroom in the lobby.

Objective: Work with library staff, board facilities committee, and maintenance staff to plan updating various sections of the library including costs.

Progress: The goal was to have the reconfiguring of staff areas complete by September. Some of this is done, but the biggest piece of this is the new staff desks. Staff worked with Eaton on numerous drafts of plans for most full-time offices and the back work area, and also worked to get the project as close as possible to the amount budgeted. The desks have been ordered and we are now awaiting delivery and installation late in 2016.

2017 Business Plan Ideas

B. Bleck suggested the committee develop the objectives, actions, and outcomes and staff develops the measurements and timetables.

B. Bleck distributed a list of possible goals for 2017.

Monitor new outreach services, look for opportunities to enhance and expand.

Facilities updates: Replace boiler, update landscaping/grounds, install irrigation system, sidewalk replacement/widening.

Work with city, county, and state to explore ways to better capture use of library from a funding perspective.

Increase the number of city residents with library cards 5% by end of 2017.

Safety checkup/update: Active shooter, tornado, fire – all emergency procedures.

“Service at the Level of ‘Wow!’”

Improve process/procedures for book donations and post-book sale unsold materials.

Make collection signage consistent.

Continue Friends progress.

Update job descriptions/titles for those that have not been updated in the past three years.

Explore planned giving program.

The committee added the following objectives -

Increase the variety and number of adult programs offered.

Collaborate with other community organizations and businesses for programming and marketing efforts.

Add a suggestion outlet for patrons and community members to provide programming ideas and feedback.

H. Schick suggested expanding outreach services beyond senior services to other groups within the community.

It was also suggested to provide diversified programing to a wider range of adult age groups.

Ongoing goals will be carried over to next years’ business plan.

The next meeting was scheduled for December 12, 2016 at 6:00 pm.

There being no further business to properly come before this committee, motion to adjourn was made by D. Knutson, seconded by L. Baudoin. Meeting adjourned at 6:54 pm.

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

NOMINATING COMMITTEE – will meet again in April 2017.

ART COMMITTEE – will schedule a future meeting date.

FINANCE COMMITTEE – next meeting June 2017.

OPERATIONS COMMITTEE - next meeting October 19, 2016.

BOARD PRESIDENT REMARKS

BOARD MEMBER REMARKS

An Andy Warhol Campbell's Soup print was donated by Scott and Lisa Reep by way of H. Schick.

DIRECTOR’S REPORT

PERSONNEL

The library is now accepting applications for a part-time circulation clerk. This position is to replace Karen Clark, who will retire on December 7. Applications are due 11/14/2016.

BUDGET

B. Bleck emailed the board a staff memo written on 11/3/16, explaining a budget cut the Common Council approved, which simply reduces some part-time library employees’ budgeted hours. This does not affect the actual number of hours any staff member works or the wages anyone earns. It simply brings the amount of hours for which we budget closer to the amount we actually use, with some cushion just in case. The adjustment totals over $16,000. The Council has not approved the budget yet – that is going to be on the agenda for the November 15 Council meeting.

AUTOMATION

The library system is pursuing e-commerce, which would allow patrons to pay fines online with a credit card. At this point, many details are still in the works.

BUILDING

The parking construction should be wrapping up in the next few weeks.

FUNDRAISING

The library received a $2,000 grant from the Oconomowoc Area Foundation, which will be used to build a World Languages collection. H. Kramer and B. Bleck were invited to attend the OAF banquet on October 21, and had a display there sharing with attendees information about the library and about the World Languages collection.

CHILDREN’S PROGRAMMING

The Youth Services team will kick off a new “1,000 Books Before Kindergarten” program on Saturday, November 19. Please spread the word! More details are on the front page of the November newsletter, included in your board packet.

FRIENDS OF OPL

The Friends’ fall book sale was a success. Also, the first meeting of the new Friends Board of Directors will be in mid-November.

PUBLIC RELATIONS

B. Bleck reported that the library has received excellent reviews on Google and Facebook. Online reviews are not everything, but it sure is nice to have good ones! All four of our reviews on Google are perfect, 5-star reviews. Our 12 Facebook reviews are really good too -- an average of 4.7/5 stars.

Results of Bridges’ Patron Database Use Survey were included in the board packet. These are the responses only of Oconomowoc Library patrons. 

OLD BUSINESS

Social Media Policy Second Reading

H. Schick moved to read by title only, L. Baudoin seconded. D. Knutson moved to approve the Mobile Library Policy, L. Baudoin seconded and motion carried.

NEW BUSINESS

Approve Annual Addendum to the Bridges Library System Member Library & CAFE Agreements  

Earlier this year, the board approved the system membership agreement. This addendum shows the exact amount of our payments from Waukesha County and Lakeshores Library System and what our costs for system membership will be in 2017.

H. Schick moved to approve the Annual Addendum to the Bridges Library System Member Library & CAFE Agreements, D. Knutson seconded. The addendum was signed by L. Baudoin and M. Krahn.

Presentation on the Public Library System Redesign Project (PLSR)

Representatives from libraries and library systems in Wisconsin are teaming to proactively seek and research opportunities for efficiency and improvement in how library systems in our state are organized and how they operate. B. Bleck gave a short presentation on the current state of PLSR and its future directions.

VIDEOS

Short Takes for Trustees, "Working with Friends" and "Evaluating the Library Director" were viewed.

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 8:18 pm.

L. Radder, Recording Secretary