Planning Committee
Members - H. Schick, D. Knutson, L. Baudoin, M. Mulder
Last Meeting - October 11, 2018
Next Meeting - Thursday,  November 15, 2018 6:00pm
Reported at the October 11, 2018 Regular Board meeting.
[spacer height="10px"]October 11, 2018 Meeting Minutes
H. Schick called the meeting to order at 6:08pm.
Members present - H. Schick, M. Mulder, L. Baudoin, D. Knutson
[spacer height="10px"]Discussion
[spacer height="10px"]Review 2018 Business Plan and Progress
B. Bleck shared year-to-date business plan progress. 
[spacer height="10px"]Discuss 2019 Business Plan Ideas
[spacer height="10px"]Administration
  • Integrate mission and vision statement and philosophy of service into staff training, meetings, regular operations of the library, marketing, and budgeting
  • Create a mini-strategic plan document
  • Examine/update records retention practices according to the state’s record retention guidelines
  • Work with Friends to streamline creating and posting of Friends meeting agendas and minutes
  • Create position for part-time seasonal position of Summer Library Program assistant
  • Seek ways to improve intra-staff communication and calendaring
    • Research offline and online options for improved in-house staff communications
  • Technology-related updates
    • Update cybersecurity practices
      • Examine library’s cybersecurity practices and seek ways to improve
      • Develop Information Security Policy
      • Train staff on what to do in the case of a data breach or other cybersecurity emergency
      • Create back-up plan for when the library’s information technology consultant is not available
      • Consider how to integrate expertise of new Bridges Library System information technology consultant
    • Organize staff Shared Drive and other computer drives, purge unnecessary files
  • Continue to offer staff training opportunities
    • Hold staff in-service day
    • Train all patron-facing staff on basic troubleshooting of audiovisual equipment
  • Participate in Bridges Library System’s planned project to pursue data analytics tools for member libraries, which will allow us to identify and target needed services
  • Library Director shares Crisis Prevention Institute’s “Prepare Training Program” training with at least three groups
  • Continue objectives/actions from 2018 re: grab-and-go safety guides and emergency preparedness; ensuring key stakeholders understand library role and funding
  • Research state laws and local practices regarding impact fees and the library
[spacer height="10px"]Board
  • Consider updating library’s hours of operation
  • Bridges will fund one member of library board’s membership in the Wisconsin Library Association. This board member will participate in WLA activities and report to board.
  • Work with the board and library staff to develop a strategic plan
  • Work with library staff to update library’s Mission Statement, “Key Library Roles” and “Philosophy of Service”
    • In conjunction with updating the library’s mission statement, develop a Vision Statement
  • Continue to participate in/volunteer at least 3 events, new board member orientation, annual review of director, trustees being on at least two committees
[spacer height="10px"]Building
  • Pending approval of funding, purchase new furnishings for the adult area of the library
  • Seek ways to integrate findings from the 2018 Accessibility Scan to improve service for all patrons
  • Seek ways to integrate findings from 2018 study of unseen disabilities into library facility, services, and materials
  • If possible both financially and structurally: Remove wall between children’s section and Debbink Room, allowing for more programming space
    • If funding not possible in 2019, consider requesting funding in future year(s)
  • Seek ways to improve efficiency in use of space and daily operations in back room
  • Explore cost and feasibility of re-keying doors in the library building, complete this project if funding allows or consider adding to 2020 budget
  • Consider adding signage to library grounds to advertise programs
  • Continue to plan for building needs and capital projects, facilities committee continues to meet twice per year
[spacer height="10px"]Collection Management
  • Integrate new DVD shelving as seamlessly as possible
  • Continue to update and standardize call numbers
  • Continue to grow Lucky Day collection to reduce hold wait times for patrons
  • If possible, pursue grant from Bridges Library System to digitize local newspapers
  • Continue to work with Bridges on e-media content provision, continue to develop and maintain the library’s collection
[spacer height="10px"]Outreach, School, and Community Relations
  • C. Schaffer uses the skills she learned in the national “Train-the-Trainer” program on library services for teens
    • C. Schaffer incorporates new skills in OPL teen services
    • C. Schaffer offers at least two trainings to share what she has learned
  • Youth Services staff continue to collaborate with others to offer library-related professional development activities for local educators
  • Implement Home Delivery Service program
  • Continue to develop relationships with schools, senior living facilities, community groups, etc.; participate in at least three community events
[spacer height="10px"]Programs and Services
  • Provide all librarians refresher training on reference tools and databases
  • Continue to explore ways to increase and diversify adult program offerings
    • Programming librarian (part-time reference librarian) offer two programs per month in addition to regular adult programming
    • Use findings of 2018 research to develop metrics to measure program effectiveness
[spacer height="10px"]Visibility
  • Marketing Update
    • Staff receive marketing training from Jill Fuller, Bridges Marketing Librarian
    • Update and/or redesign website
    • Update/redesign library newsletter
    • Create style guide for flyers, forms, and other marketing pieces
  • Explore creative ways to engage with patrons, such as program/event photos and flyers on electronic display in the library
  • Continue to work with businesses and organizations on marketing efforts; attend at least three Chamber events; welcome and encourage collaboration with new local businesses and housing developments; Library Card Sign-up Month program collaboration; work with schools to let families know that library cards are an important school supply

The next meeting was scheduled for Thursday, November 15, 2018 at 6:00pm. 

Meeting adjourned at 6:54pm. 

200 W. South St., Oconomowoc, WI 53066 • (262) 569-2193 •