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 Village of Menomonee Falls, Wisconsin

LIBRARY BOARD OF TRUSTEES 

MEETING MINUTES

Wednesday, November 9, 2016
Present:
Janet Dake, Peggy Haas, Stephen Roberts, Paul Tadda, Carole Knobil, Corey Golla
Absent:
Kathleen Lysaght
Staff Present:
Karol Kennedy, Ellen Rohr
             
1. Call to Order at 6:03 PM by President Roberts. Introductions were made to new board member Corey Golla.
             
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 Member Janet Dake, second by Member Peggy Haas to approve the consent agenda items. Kennedy pointed out one large expenditure from a repair done in spring by Global Sight & Sound. Consent Agenda Approved.
  Vote: 6 - 0
             
a. Approval of the minutes of the regular meeting - October 12, 2016
             
b. Approval of October 2016 Expenditures
             
3. New Business - Items for Discussion/Action/Possible Approval
             
a. New Library Board Member - Welcome to Corey Golla, new Library Board member, representative from the Menomonee Falls School District. Corey was appointed by the Village Board at the November 7, Village Board Meeting.
             
b. Approval of the 2017 - 221 Budget - When the budget was approved at the last meeting, information from the 221 budget was not available. This part of the budget is put together by Arlyn Johnson, Director of Public Works and his staff.
  Motion by Member Janet Dake, second by Trustee Paul Tadda to approve 221 budget as presented.  All approved.
  Vote: 6 - 0
             
c. 2017 Annual Addendum to the Bridges Library System Member Library and CAFÉ Agreement - there was a brief discussion/explanation regarding the village of Germantown borrowing rights at the Menomonee Falls Library.
  Motion by Member Peggy Haas, second by Member Carole Knobil to accept and approve the annual addendum to the Bridges Library System agreement.  All approved.
  Vote: 6 - 0
             
d. 2017 Library Closed Dates - A question was posed regarding opening the library on Sunday. Currently Menomonee Falls Library is open more hours than is required according to the current county standards. Adding additional hours on Sunday would put a strain on current staffing levels. Adding additional staff to cover additional hours is cost prohibitive at the current time.
  Motion by Trustee Paul Tadda, second by Member Janet Dake to approve list of Library Closed Dates as presented. All Approved.
  Vote: 6 - 0
             
e. 2017 Library Board Meeting Schedule - all meetings are scheduled for the second Wednesday of the month with the exception of Feb. Due to Annual Report Deadlines, it was recommended to hold the February meeting the third Wednesday of the month, February 15, to accommodate the deadline.
  Motion by Trustee Paul Tadda, second by Member Carole Knobil to approve Library Board Meeting Dates as presented.  All Approved.
  Vote: 6 - 0
             
f. New Policy: Donations from Local and Self-published Authors
  Motion by Member Janet Dake, second by Member (School District Representative) Corey Golla to approve the policy as presented.  All Approved.
  Vote: 6 - 0
             
g. Committee Appointments -
Budget and Personnel Committee - Three people need to serve on the Budget and Personnell Committee. Traditionally the committee consists of a community member, the Village Trustee, and the School District Representative. Janet Dake volunteered to continue as chair of the committee for continuity. Paul Tadda and Corey Golla also volunteered to be on the committee. Members were appointed by President Roberts.

Planning Committee - It was recommended by Director Kennedy to have an Ad Hoc Planning Committee responsible for guiding the Strategic planning process. Stephen Roberts, Carole Knobil agreed to be on the committee. Members were appointed by President Roberts. Kathleen Lysaght will be asked if she would like to serve on the committee.
             
4. Unfinished Business - Items for Discussion/Action/Possible Approval
             
a. Strategic Plan - WiLs Proposal

Several questions were sent to WiLS:
  • The proposal requests that the survey be promoted through channels which will bring in a high response rate. How many responses would they think is adequate? We hope to get about 900 responses for a community our size.
  • How can we ensure that we don’t overlook or slight a segment of the potential library users? This will be setup as a survey of convenience which means we will make it available in various forms and locations to capture a good audience sample.
  • Will three community conversations be enough? The proposal allows for three sessions facilitated by WiLS staff. If we feel we would like more, we can pay for additional WiLS led sessions or committee members could be trained to facilitate.

Cost of the proposal is $8340.
  Motion by Member Janet Dake, second by Member (School District Representative) Corey Golla to approve WiLs proposal as presented.  All Approved.
  Vote: 6 - 0
             
b. Big Read Grant - Kennedy was looking at the book selection list for the Big Read. Since this a new program for Menomonee Falls, there is not a Community Selection Committee available to select the book. Kennedy is recommending True Grit as the top choice for our first Big Read. It is not a heavy read and it is a fun title. Because of the theme there are a lot of possibilities for community wide programming. There were no objections to her recommendation.
             
5. Trustee Education - Kennedy went through the Job Description of the Trustee as described in Chapter 1 of the Trustee Manual. Members are asked to read Chapter 2 for January.
             
6. President's Report: President Roberts asked what holiday celebrations the library has planned for the public. The only one current scheduled is a Noon Year's Eve program scheduled in the youth department.

He inquired whether we have handouts available to promote programs during large events such as elections. Kennedy explained that we are working on increasing our publicity efforts with more handouts for programs overall.
             
7. Budget and Personnel Committee Report: (DAKE)
             
a. 2017 Budget - the 2017 budget will be going to the village board for approval Nov. 21.
             
b. Fund Balance Plan - Dake reviewed the plans for allocating the fund balances reserves as discussed at the Budget and Personnel Committee meeting.
             
c. Director Evaluation Plan - Dake informed the board that sample forms have been selected for use in evaluating the director. At a Dec. 14, 5:00 PM meeting they will review the forms and change as needed for Menomonee Falls Library.
             
8. Director's Report:
Relabeling - Kennedy showed the board samples from the materials re-labeling project that is underway.
Other items are included in her report.
             
9. Trustee's Report: Trustee Tadda informed the board of a new subdivision that will be going in. He also informed the board that library events will be announced at the Village Board Meetings once per month. Kennedy will prepare the script which will be read by Tadda at the meeting.
             
10. Friends' Report:

             
a. Holiday Bazaar - Kennedy reported that the Friends Holiday Bazaar was held the previous weekend. There were 15 vendors and attendance was steady.
             
b. Jane Schall Sensory Storytime Collection - About $1500 of the $4800 donation for the Sensory Storytime collection has been spent. Programs have been well attended. There were 6 attending the first session and 9 the second.
             
11. Next Meeting: Wednesday, December 14, 2016, 6 PM. Venue has been been changed to Three Cellars N72 W13400 Lund Lane, Suite A, Menomonee Falls, WI 53051 Informal gathering will be held after the regular meeting.
             
12. Adjournment 7:40 PM with no further business to discuss.
Minutes transcribed by Ellen M Rohr, Business Manager
Minutes approved on Dec. 14, 2016

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