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 Village of Menomonee Falls, Wisconsin

LIBRARY BOARD OF TRUSTEES 

MEETING MINUTES

Wednesday, October 12, 2016
Present:
Janet Dake, Peggy Haas, Stephen Roberts, Kathleen Lysaght, Paul Tadda, Carole Knobil
Absent:
Kathy Finley
Staff Present:
Karol Kennedy, Ellen Rohr
             
1. Call to Order at 6:02 PM by President Roberts.
             
2. Consent Agenda: Items listed under consent agenda will be approved in one motion unless any Board member requests that an item be removed for individual discussion. That item then can be considered at an appropriate time during the Board’s regular order of business or under New Business.
Motion by Janet Dake, second by Paul Tadda to approve the consent agenda items as listed:
             
a. Approval of the minutes of the regular meeting Sept. 14.
             
b. Approval of September 2016 Expenditures
             
3. New Business - Items for Discussion/Action/Possible Approval
             
a. Annual Board Calendar - The board members were given a calendar showing a schedule of Library Board activities each year. There was a brief discussion.
             
b. Big Read Grant Application - Applications are due January 26, 2017 for Big Read programs to be held sometime between Sept. 2017 and June 2018. Our proposal would be to hold a program in Menomonee Falls in Spring 2018 if we are awarded the grant. Kennedy asked the board if they were interested in pursuing a grant awarded by the National Endowment for the Arts. There was some discussion.
  Motion by Member Janet Dake, second by Member Peggy Haas to pursue the Big Read Grant.
  Vote: 6 - 0
             
c. Kathy Finley has resigned from the Library Board. The Library Staff and the Library Board thank her for her service to the library. Kennedy will be meeting with Dr. Greco, Menomonee Falls Superintendent of Schools, on Tuesday, Oct. 18. They will discuss a new appointee.
             
4. Unfinished Business - Items for Discussion/Action/Possible Approval
             
a. Short Takes for Trustees - shown immediately following the regular meeting.
             
b. Strategic Plan Update - WiLs Proposal - Kennedy passed out the WiLs plan/quote for strategic planning for the library. Kennedy explained that other libraries in the system and Bridges Library System has used WiLs for their strategic planning. Connie Meyer, the Bridges system director, was the former director at Fort Atkinson Library. While there, she requested quotes from other providers. Other bids came in at $15,000-$26,000 much higher than the WiLs quote. Kennedy recommended pursuing WiLs as the provider due to their knowledge of libraries.

There was a general consensus to hire an outside agency for the project. Trustees are asked to review the document further and email Kennedy with any questions they may have so she can contact WiLs for answers. Further discussion will be at the next meeting.
             
5. President's Report: Roberts made some brief comments regarding our reducing the size of the library Fund Balance and designation of Reserve Funds. He recommends a subcommittee getting together and make recommendations to the board as a whole.

He also spoke on the idea of Initial Counseling for the director prior to evaluation time. The director would then have an idea of what is expected and can work towards the goals, eliminating any surprises during evaluation.
             
6. Budget and Personnel Committee Report: (DAKE)
             
a. 2017 Budget - Monday, October 17, following the regular Village Board meeting, there will be a Committee of the whole meeting where the budget will be introduced to the Village Board.
             
b. Fund Balance Utilization Plan - The Board should plan for a 90 day operating Reserve. The remainder can be designated for specific items or general categories. The plan should be reviewed annually.

Rohr discussed a program she attended some months ago on Capital Budget Planning. The speaker introduced the idea of being proactive rather than reactive to capital spending. The speaker setup a spreadsheet which included any items that needed to be updated or replaced, as well as, new items wishing to be purchased. Participants where then shown the columns setup to show where the funds for each of the items would be coming from. Rohr will have a basic spreadsheet available at the next board meeting showing some of the Capital improvements anticipated.
             
c. Ross Dress for Less Donation -The Library received at $2500 donation from Ross Dress for Less. Kennedy asked for ideas on how to spend the donation. The general consensus was to spend the money on something or in an area that will affect the public as much as possible.
             
d. Director Evaluation Plan Update: Kennedy passed to Janet Dake sample evaluations from other libraries. It was agreed to have Director Initial Counseling in December and evaluation in March.
             
7. Director's Report: (KENNEDY):
  • EnvisionWare Implementation: On Sunday, September 18, JJ installed the EnvisionWare software on all the public internet computers in preparation for going live on Monday, September 19. The transition to the new login system went very smoothly (with only a few hiccups unrelated to the software itself) and patrons seem to be happy with the change. The Wi-Fi password requirement was then eliminated on October 3 to complete the implementation of the new Internet Use Policy approved in September.
  • Author Event and 110th Anniversary Celebration: Jennifer Chiaverini presented to a standing room only crowd on Saturday, September 24. Following her presentation, Jennifer signed books and patrons enjoyed a special anniversary cake provided by the Menomonee Falls Library Friends. (Books were provided by Martha Merrell’s Books.) It was exciting to see the library lobby packed and buzzing with excited library patrons.
  • Library Information Area: We have created a more visible space to promote library programs, events and services in the area across from the circulation desk and next to the book sale. This is a work in progress, but we are creating an attractive display space where patrons can get information on all the great things going on at their library. A new book sale sign is also in the works.
  • Re-labeling Project: Our library collections are undergoing a change in labeling to make materials easier to shelve and locate. We recently purchased a label printer to accommodate the new labeling system. Through the coming months, you will see the changes on the spine labels.
  • Youth Services Mini-grants: This year Bridges Library System is offering each system library the opportunity to apply for non-competitive grant funds to support youth services. Our youth services team submitted applications for purchases to enhance current and future programming: an iPad and accessories for iPad enhanced youth programming, a new storytime easel, and storytime resource kits to be available for staff and educator use.
  • Library Trustees Dinner: The Bridges Library System Library Trustees Dinner was held on Tuesday, October 4 at Country Springs Hotel and Conference Center. The guest speaker was Amy E. Reichert, author of Luck, Love and Lemon Pie and board member at Hartland Public Library. I hope all who attended enjoyed this special evening offered in appreciation of the many people who serve their libraries and the communities in Waukesha and Jefferson County.
  • Printer Contract: We have selected Office Copying Equipment for the lease of Sharp equipment for library printing and copying needs. We anticipate the machines will arrive in mid to late October. We will be extending our Ricoh contract for one month to allow time to setup/test/install the new equipment.
  • Electronic Time Sheet: In the coming weeks, the library will begin the use of the electronic time sheet system implemented at the Village. Employees will log their time worked electronically rather than on paper time sheets.
  • Continuing Education: – On September 29 and 30, I traveled to Wausau and joined 53 new directors from around the state for Public Library Director Boot Camp presented and funded by the Wisconsin Department of Public Instruction’s Division of Libraries and Technology Public Library Development Team. Both days were packed with sessions on important topics for directors including: Chapter 43, policies and procedures, hiring and managing staff, budgeting, annual reports and planning. There also was time for new directors and experienced presenters to interact and make connections.
  • PLSR Project: All nine project workgroups met on September 21 in Stevens Point to present and further develop our service models and prepare for presentations at WLA in October.
  • Building and Operations:
    • Mats: We are waiting on just a couple replacement mats for those that were not cut properly. Otherwise, all new mats are in place and look very nice.
    • The meeting room hearing loop was installed on September 8.
  • Personnel:
    • Part-time, Library Clerk (Circulation): Nancy Brandt joined the staff on September 26. Nancy has many years of experience in a school library. She will be working 20 hours per week.
    • Part-time, Page I - Page II: We welcomed Max Grieb (Page 2) and Connor Brawick (Page 1). We are currently seeking one more Page II.
  • Employee of the Month: Library Assistant Katie Wichmann was selected as the September Employee of the Month. Katie moved to a full-time position in late August. She has taken on many new roles and responsibilities and has done so with great creativity, energy and enthusiasm. She has already provided new ideas and solutions for library projects to deliver better service to our community.
  • Upcoming Events:
    • October 8, 8:45 a.m. – Ross Dress for Less Grand Opening Ceremony
    • October 26-28 – Wisconsin Library Association Conference, Milwaukee
    • November 5 – Friends’ Holiday Bazaar
             
8. Trustee's Report: Tadda reported that the Library will be included as an agenda item on the Village Board Meeting agenda. Kennedy will prepare something for Tadda to read each month. Tadda asked that it be as concise as possible.

Tadda reported there will be a new Retirement Community constructed at Pilgrim and Good Hope and a new childcare facility at Good Hope and Appleton.
             
9. Friends' Report: Friends' Holiday Bazaar is scheduled for November 5 from 9-4 PM.
             
10. Next Meeting: Wednesday, November 9
             
11. Topics for next meeting agenda:
             
a. Approve Library Closed dates for 2017
             
b. Select 2017 Board Meeting Dates (bring your 2017 calendars)
             
12. There was discussion regarding the December Board meeting location. Ellen will look into reserving the Public House.
             
13. Adjournment - Meeting was adjourned due to no further items to discuss at 8:10 PM.
             
14. Hearing Loop Demo - Following regular Board adjournment interested Board members may participate in a demo of the hearing loop.
Minutes transcribed by Ellen M Rohr, Business Manager
Minutes approved on

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