OCONOMOWOC PUBLIC LIBRARY
BOARD OF TRUSTEES

October 13, 2016 Regular Board Meeting Minutes

CALL TO ORDER

M. Krahn called the meeting to order at 7:02 p.m. It was ascertained that the meeting had been properly posted.

ROLL CALL

MEMBERS PRESENT
M. Mulder, M. Krahn, S. Grothaus, K. Nelson, H. Schick, P. Gephart, M. Miller

MEMBERS ABSENT
D. Knutson, L. Baudoin

STAFF PRESENT
B. Bleck, L. Radder

MINUTES

It was moved by P. Gephart and seconded by H. Schick to approve the minutes of the September 15, 2016 regular board meeting.

FINANCIAL AND STATISTICAL REPORTS

Statistical reports were distributed and reviewed. The following statistics are up year-to-date over 2015: juvenile registration 2.9%; adult programs 22.5%; adult attendance 11.7%; reference questions 25.8%; adult circulation 1.7%; juvenile circulation 5.3%; OverDrive 5.3%; holds filled 15%; renewals 18.6%; interlibrary loans from OPL 7.5%; total circulation 2.6%; web visits 6.1%; Facebook reach 149.2%; engagement 50%. Pending materials are down 62.3% over 2015 with the result being new materials being cataloged quicker and available sooner for circulation.

September financial reports were reviewed.

VOUCHERS

The Board approved the p-card and check vouchers for September 2016 totaling $12,817.76.

COMMUNICATIONS & ANNOUNCEMENTS

The October 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 – will meet on Thursday, November 10, 2016 at 6:00 pm.

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

NOMINATING COMMITTEE – will meet again in April 2017.

ART COMMITTEE – met October 10, 2016

H. Schick called the meeting to order at 11:35 am. K. Nelson, H. Schick, and H. Kramer were present. K. Nelson moved to approve the minutes of the May 9, 2016 meeting. The Committee goals are to raise awareness of art in the city and expose members of the community to art that would not normally have that opportunity.

The committee viewed and evaluated artwork that has been in storage and chose some pieces to be sold at an upcoming auction after the beginning of 2017.

At previous meetings, an art related event was discussed for fall gallery night. Due to the bathroom construction and mural painting, an art event will be planned for the first part of 2017.

The next committee meeting was scheduled for Monday, November 7, 2016 at 11:30 am.

FINANCE COMMITTEE – next meeting June 2017.

OPERATIONS COMMITTEE - next meeting October 19, 2016.

BOARD PRESIDENT REMARKS

M. Krahn commented on Banned Books Week and the diversity of materials in our collection available to our patrons.

DIRECTOR’S REPORT

PERSONNEL

B. Bleck and H. Kramer are evaluating the role of the part-time reference substitute position posted.

The City of Oconomowoc is revamping the city employee manual. One change they have proposed has to do with the grievance procedure. Since this procedure involves the board, I wanted to make you aware of it. In the current manual, a library employee would take a grievance to the library director, then to the Operations Committee, and then would have the option to take their grievance to the full board. The proposed new procedure would be to take the grievance to the library director, then the City Administrator, then an Impartial Hearing Officer, and the final step would be taking it to the full library board.

Another update is to add a separate sexual harassment grievance procedure. An employee would take the grievance to their immediate supervisor, library director, or Human Resources Manager (depending on whom the alleged harasser is). There is a process for mediation and/or investigation at that point, but if either party is not satisfied with the outcome, they can appeal to the library’s Operations Committee.

BUDGET

The Common Council held two Committee of the Whole meetings to go through the 2017 budget book with the city departments. On November 1, the budget will be on the agenda for the regular Council meeting.

LIBRARY OPERATIONS

The circulation desk has new barcode scanners that can read library card barcodes off a smartphone screen. We are opting not to publicize this, but to have a ‘soft rollout’ while we monitor how well the scanners work. So far, they are working fine, and at least one patron has used their phone to check out.

The first Sunday of being open this fall was very busy (helped, perhaps by there being no Packers game!). We will be open Sundays from 1 to 4 pm, through April.

BUILDING

The parking lot project is coming along, though due to the rainy weather recently, the projected date of completion has been pushed back to November 4. Patrons seem to be taking the inconvenience in stride.

The tuckpointing of the building we budgeted for in capital this year began Friday October 7.

CONTINUED SYSTEM INVOLVEMENT/CONTINUING EDUCATION

There are many continuing education opportunities for staff this month: The Wisconsin Library Association Annual Conference in Milwaukee, which Lissa Radder and Betsy Bleck will attend and at which Caitlin Schaffer will present; an outreach conference in Kentucky for Jennie Fidler, and a circulation conference in Madison for Marilyn Muehlenberg.

FRIENDS OF OPL

The Friends held their annual meeting on Monday October 10 at 7 pm. The fall book sale will be October 14-16. As a reminder, all library trustees are dues-free members of the Friends.

OLD BUSINESS

Social Media Policy First Reading

M. Mulder moved to approve the policy by title, H. Schick seconded.

NEW BUSINESS

Mobile Library Policy - first reading

A revised Mobile Library Policy was distributed to the board. The Mobile Library Policy was discussed.

M. Mulder moved to approve the first reading with edits discussed, S. Grothaus seconded.

Approve cost estimate for accessible/unisex/family bathroom

B. Bleck informed the board that the proposal from MSI General for the design and construction of the unisex ADA accessible bathroom came in at $24,780. The approved carryover fund from the 2015 budget was $12,000. B. Bleck discussed using excess funds from the wages and benefits budget lines to make up the difference. There is a surplus in those budget lines due to staff changes in the cataloging department. She shared a breakdown showing the $50,773.18 surplus available.

M. Miller moved to approve the bathroom remodel proposal from MSI General for $27,365.55, P. Gephart seconded, and the motion carried.

Approve cost estimate for staff desks

The 2016 capital improvement fund included $26,000 for the replacement of staff office furniture. B. Bleck obtained a quote from Eaton for the furniture. Eaton was selected because they have a state contract for projects of this kind. The final quote came back at $27,365.55 for the furniture plus $3,262 for delivery and installation. B. Bleck asked the board to approve the additional $4,627.55 for the project to be taken from the wages and benefits surplus.

Mulder moved to approve the total cost estimate of $30,627.55 for staff office furniture, H. Schick seconded and the motion carried.

Consider/act on funding library mural (maximum $8,000) with gift fund

M. Miller approved usage of the gift fund for the library mural, not to exceed $8,000, K. Nelson seconded, and motion carried.

VIDEOS

Short Takes for Trustees was postponed to the November board meeting due to technical difficulties.

There being no further business to properly come before this Board, motion to adjourn was made by H. Schick, seconded by P. Gephart and carried. Meeting adjourned at 7:59 pm.

L. Radder, Recording Secretary