October 12, 2017 Planning Committee Meeting

Planning Committee Members - H. Schick, D. Knutson, L. Baudoin, M. Mulder
  Last Meeting - October 12, 2017 Next Meeting - Wednesday, November 1, 2017 at 6:00 PM
  Reported at the October 2017 regular board meeting.

H. Schick called the meeting to order at 6:09 pm. Agenda was properly posted.

H. Schick, M. Krahn, M. Mulder, and D. Knutson were present. L. Baudoin was absent. B. Bleck and L. Radder were staff members present.

M. Mulder moved to approve the minutes of the March 9, 2017 Planning Committee Meeting. M. Krahn seconded and motion carried.

Review of the 2017 Business Plan and Progress. 
B. Bleck discussed the status of the 2017 goals.
  • Work with local businesses and organizations and other city departments on marketing efforts
    • B. Bleck made an effort to stop in at some new businesses to introduce myself on behalf of the library.
  • Increase awareness of and participation in library services in OPL’s service area
    • Work closely with schools to let families know that library cards are an important school supply
      • Caitlin Schaffer and Melissa Krahn attended a library system-sponsored meeting about opportunities to enhance school/library partnerships. Finding the opportunity to sign people up for cards at school registration has been tricky, as it seems so much school registration is done online. I would like to continue to pursue this in 2018.
    • Increase by 5% the number of city residents who have library cards
      • “New resident patrons” are up 11.3% YTD. “Total resident patrons” are up 8.9% YTD.
    • Increased use by non-city residents in library’s service area
      • TNR circulation is down 2.6% YTD. City circulation is up 7.7% YTD. Total circulation is up 2.8% YTD.
  • Make library easy to navigate, and collections easy to find
    • Make collection signage consistent
      • Staff are updating collection signage to be consistent across all sections of the library. Taking a systematic approach, this project will be complete by the end of the year.
  • Improve process/procedures for book donations and post-book sale unsold materials
    • Identify potential partners who deal in library discards, explore costs and benefits of partnering
      • Over the summer, staff reached an agreement with Milwaukee Working for the latter to pick up items leftover from the fall book sale. However, shortly before the fall book sale, Milwaukee Working indicated they were discontinuing their book discards program, and staff had to quickly make arrangements with another vendor, who will transport the book sale leftovers to the Salvation Army. This will be funded by the Friends.
    • Identify better storage procedures
      • Book sale storage issues are much improved now that the large weeding project of adult nonfiction is over. Staff have also diverted some outdated materials that typically do not sell at the book sale, which clears up storage space and improves shopping experience at the book sale.
  • Continue to work with the Bridges Library System on e-media content provision
    • The preliminary 2018 Bridges budget includes a $30,000 boost to the Overdrive Advantage collection, which is a special collection of e-materials available only to Bridges cardholders.
  • Librarians continue to maintain the library’s collection
    • The new World Languages collection continues to do well. Patrons who are native speakers or who are learning those languages have been delighted.
    • The Lucky Day collection continues to be an enormous hit.
  • Continue art inventory
    • Lissa Radder has started working on a booklet that will serve both as an informational handout for patrons and an art inventory. This information will also be available on the website.
  • Support and ensure the success of “1,000 Books Before Kindergarten” program
    • Monitor registration numbers, patron satisfaction, and program reach and continue actively marketing the program
      • Youth services staff mention the program at storytimes, it is featured regularly on our social media and newsletter, and circulation staff members do a great job mentioning the program to people signing up for library cards.
  • Serve Oconomowoc residents who are unable to visit the library in person
    • Explore implementing homebound delivery service
      • Since Mobile Library expanded to more facilities than originally planned (please see above) Jennie and I have determined that, in order to devote the time necessary to researching Home Delivery service, it would be best to carry this goal over to 2018.
  • Offer the best user experience possible to all who use the library in person, virtually, or over the phone.
    • Staff continue to seek and find ways to offer “Wow!” service.
  • Offer optimal service to those who live in the City of Oconomowoc
    • Obtain demographic data for people who live in the city of Oconomowoc, and obtain data from the public regarding what people need and want.
      • This project is underway, with results expected toward the end of 2017.
  • Continue relationships between the library, schools, senior living facilities, home school groups, and a diverse array of community groups in the area
    • As noted elsewhere in this update, the library has made numerous community connections this year (organizations, schools, businesses, and senior living facilities).
    • Youth services staff visited schools in May, and throughout the year they visit schools for book talks, career days, and as requested by school staff.
  • Update library procedures manual
    • Staff have created lists of procedures in their areas of responsibility, and are drafting those procedures for inclusion in the manual.
  • Review staffing needs, responsibilities, and productivity
    • All staff evaluations continue to be completed in a timely fashion
  • Continue to work with Facilities Committee to evaluate and improve library facility
    • The facilities committee has met once and is scheduled to meet again in December.
  • Keep up with maintenance needs of library building and grounds
    • The boiler and landscaping/grounds updates are nearly done. The sidewalk and irrigation are done.
  • Continue walk-through with new board member orientation
    • Orlin Foat has received his orientation and tour.
    • Alderman Rosek’s tour and orientation still need to take place.
Discuss 2018 Business Plan Ideas
  • Administration
    • Ensure key stakeholders have a full understanding of library funding and the library’s role in the 21st century
    • Explore options for online event manager/calendaring program
    • Carryover Goal: “Ensure safety of staff and patrons in emergency situations with focus on active shooter, fire procedures, and fire extinguisher training
    • Carryover Goal: Continue to develop procedures manual
  • Board Development
    • Use data gathered in Community Needs Assessment to plan and budget
    • Board members continue to participate in at least three library events annually
  • Building
    • Continue to seek opportunities for flexible use of space
    • Continue to seek opportunities to serve community members with unseen disabilities
    • Receive an accessibility scan (funded by Bridges Library System reserve funds)
    • Research options for re-carpeting Lyke Room, retaining edge pieces of current carpet for spares
    • Install ventilation to cool the library’s two IT rooms
    • Install pneumatic controls and variable frequency drive, per capital plan
  • Collection Management
    • Make hotspots available for checkout
    • Re-organize early reader section
    • Plan for growth of some audiovisual sections, possibly budgeting for additional shelving in 2019
    • Explore feasibility of a grant from Bridges Library System to digitize local history materials (Bridges reserve funds)
    • Carryover Goal: Improving process/procedures for book donations and post-book sale unsold materials
  • Library Programs
    • continue to explore opportunities to increase and diversify adult program offerings
    • Join Lake Country Libraries Memory Project
  • Outreach, School, and Community Relations
    • Bridges will reserve funds for “user experience survey equipment” for each member library. OPL will participate in determining what equipment would be best for library and how to implement its use
    • Carryover Goal: Explore implementing homebound delivery program
    • Carryover Goal: Work with schools to let families know that library cards are an important school supply
    • Carryover Goal: Continue “Service at the Level of ‘Wow!’”
  • Visibility
    • Promote library to residents in new housing developments in our service area
    • Use the occasion of the library’s 125th anniversary to attract new users to the library, celebrate our community, and educate about what library does and its value
    • Participate in Bridges Library System’s “Libraries Transform” campaign to raise awareness of the library and its role in our community

There being no further business to properly come before this committee, motion to adjourn was made by M. Krahn and seconded by M. Mulder. Meeting adjourned at 6:58 pm.