October 11, 2018 Regular Board Meeting Minutes

FINANCIAL AND STATISTICAL REPORTS

September financial reports were reviewed.

September statistics were reviewed.[spacer height="10px"]

STATS UP YTD		STATS DOWN YTD
Collection	all other materials	Collection	adult books; juvenile books
Circulation	City; all counties; renewals; holds filled	Circulation	other circulation; ILL requests by OPL & filled for OPL
Patrons	all new patrons	Patrons	total juvenile patrons
Services	room reservations; library visits; reference questions	Services	internet & Wi-Fi uses
Programs	adult programs and attendance; juvenile programs; teen programs; total programs	Programs	juvenile, teen, and total attendance
Web	web post reach	Web	web vists; new e-mail subscribers; facebook reach

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.

DIRECTOR’S REPORT

[spacer height="10px"]BUDGET/FINANCE

[spacer height="10px"]The Common Council voted to cut the capital budget for new adult furnishings for 2019 by $3,845. This is the same amount of money the board approved for the Community Needs Assessment for neighboring communities (the TNR assessment) in 2018. This leaves us with $46,155 for the project. Council will consider capital requests as part of the full budget in October and November.

[spacer height="10px"]Common Council completed the required annual certification of the City’s eligibility for exemption from the county library tax. This allows the City to avoid double taxation: By showing the County that the City intends to fund the library at an acceptable level in 2019, City residents remain exempt from paying the county library tax that residents of non-libraried communities pay.

[spacer height="10px"]The Committee of the Whole met on October 9, 2018 to discuss the 2019 budget submissions. M. Rosek moved to cut the WiFi hot spot funding from the budget for 2019, which Council approved. The board voiced concern about the Council's decision regarding the WiFi hot spots. Board members present agreed that the Wi-Fi hot spots are an important asset to library patrons. One example is that students in the Oconomowoc district are given Chromebooks but they do not all have access to the internet at home to complete assignments.

[spacer height="10px"]The board discussed attendance of board members, and how, when they are not able to attend, they miss important information and are not able to advocate for the library effectively. The board wondered how they can make sure board members attend meetings. The board requested B. Bleck consult with the City Administration regarding how to proceed.

[spacer height="10px"]BUILDING/FACILITIES

[spacer height="10px"]The contractors are working on installing the new drive and motors in the library’s HVAC system. This is a budgeted capital project for 2018.

[spacer height="10px"]COLLECTION DEVELOPMENT/REFERENCE

[spacer height="10px"]The hotspots were pulled from circulation, due to the company notifying us that the hotspots can overheat and catch fire. The City has advised us not to circulate the hotspots, even if we have a disclaimer on the packaging, due to safety and liability concerns. B. Bleck is working on getting out of the data contract and looking for an alternative vendor for a different model of hotspot.

[spacer height="10px"]FRIENDS OF OPL

[spacer height="10px"]The Friends Fall Book Sale will be October 12-14. All board members are dues-free members of the Friends, and are invited to the “Friends Only” part of the book sale, from 4 to 6 pm on Friday October 12.

[spacer height="10px"]FUNDRAISING

[spacer height="10px"]The Oconomowoc Kiwanis Breakfast Club has generously offered to fund the remainder of the cost of the Crisis Prevention Institute (CPI) training. The Bridges Library System’s Innovation and Improvement Grant will cover about $1,500 of the cost, and the Kiwanis donation will cover the remaining $724. To refresh your memory: The CPI training is a three-day train-the-trainer on verbal and non-verbal tactics to de-escalate difficult and hostile encounters before those encounters become a crisis. B. Bleck will attend the training, and then train library staff and others who are interested.

[spacer height="10px"]LIBRARY OPERATIONS

[spacer height="10px"]The library is now open on Sundays from 1 to 4 pm, through May.

[spacer height="10px"]PERSONNEL/CONTINUING EDUCATION

[spacer height="10px"]The Wisconsin Library Association conference is coming up October 23-26 in La Crosse. There are a number of sessions that would be helpful and interesting for library trustees.

[spacer height="10px"]C. Schaffer was hand-picked as the one front-line youth services librarian in the State of Wisconsin to participate in a nationwide pilot “train the trainer” initiative called “Transforming Teen Services.” This is a nationwide project of the Young Adult Library Services Association (YALSA, a division of the American Library Association, ALA) and Chief Officers of State Library Agencies (COSLA).

[spacer height="10px"]B. Bleck attended a full-day technology training at the Franklin Public Library in late September. The day was a helpful combination of big-picture, future-oriented thinking (how libraries can plan for and serve evolving technology needs, including the Internet of Things, Artificial Intelligence, block chain, augmented reality, and virtual reality); and information to use right away (how to handle or avoid a data breach, how to start a mobile maker lab, time to try out new technologies in a hands-on way).

[spacer height="10px"]PROGRAMMING

[spacer height="10px"]H. Schick connected the library with Diego Betancourt, who works with the Stars and Stripes Honor Flight Art Show, which is a large traveling display of photos depicting veterans’ experiences taking the Honor Flight to Washington DC to visit the WWII, Korean, Vietnam War, and other memorials. The display will be at our library from November 24 through mid-December. Library staff is working to line up a special program with the Stars and Stripes speakers bureau to coincide with the display. J. Fidler has added a new “stop” on the Mobile Library schedule: The View at Pine Ridge. She will be there the third Monday of each month.

[spacer height="10px"]PUBLIC RELATIONS

[spacer height="10px"]The “Library Card Signup Month” program J. Fidler spearheaded in September was very well-received: 156 people participated. Patrons could enter to win one of three three-month memberships to the YMCA at Pabst Farms. On the back side of their entry slip, people could fill in the blank in this sentence: "My library is incredible because _____." This was a clever play on words, because “The Incredibles” movie characters were the official “spokesfamily” of Library Card Signup Month this year.

NEW BUSINESS

[spacer height="10px"]Discuss quarterly progress report on 2018 Business Plan goals

[spacer height="10px"]H. Schick requested updates on goals that may not be reached by year end only.

Safety
Accessibility scan
AV shelving
Hot spots
School visits
New housing development visits

[spacer height="10px"]Discuss results for question 8 in the Community Needs Assessment Results

[spacer height="10px"]Library Card Holdings

[spacer height="10px"]Women, younger respondents (<45), respondents with children in their household, and respondents with a college degree were more likely to say that someone in their household has an Oconomowoc Public Library card.

[spacer height="10px"]Nearly eight in ten respondents in the service area have a library card from the Oconomowoc Public Library or another public library in Waukesha County or Jefferson County.