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 Village of Menomonee Falls, Wisconsin

LIBRARY BOARD OF TRUSTEES 

MINUTES

Wednesday, February 10, 2016
Present:
Francine Rau, Janet Dake, Peggy Haas, Kathleen Lysaght, Kathy Finley, Jeremy Walz
Staff Present:
Jane Schall, Ellen Rohr
             
1. Call to Order - 6:00 pm by President Rau.
             
2. Approval of the minutes of the regular meeting
  Motion by Member Kathleen Lysaght, second by Member Peggy Haas
  Vote: 6 - 0
             
3. Approval of invoices per list
  Motion by Member Janet Dake, second by Member Peggy Haas
  Vote: 6 - 0
             
4. New Business - Items for Discussion/Action/Possible Approval
             
a. Fund Balance - Discussion and possible action regarding size of fund balance. Schall discussed that our fund balance is getting very large and the village finance has recommended that we try and lower the amount in the fund.
  • We are expecting to have to take $79,000 out this year for employee retirement payouts.
  • We are obtaining a bid for upgrading the lighting on the second floor above the computers to more efficient lighting identical to what was put in the lobby. This will brighten the area and cut down on the cost of electricity.
  • We will have the roof leaks repaired at a cost of about $4700.
  • The chairs we use at our public terminals had a recall a number of years ago, which we were unaware of. We are obtaining a bid to replace them.
  • Our HVAC boilers were designed to heat a swimming pool and are only 2 cycle. We are constantly repairing the units. We have asked Arlyn Johnson to get bids on upgrading the heating and air conditioning units.
  • Another expense in the coming years will be carpet replacement.
There was further discussion on the projects. No formal action was taken.
             
b. 2015 Library Annual Report - Discussion and approval on 2015 Library Annual Report - Schall passed out an overview of the Annual Report that we will be filling.
  • We have become a net lending library. Previous to joining the library system, we were a net borrowing library. Costs have decreased because we are sending out more than receiving.
  • Our circulation numbers are down, however ebook circulation has increased dramatically.
  • Our program numbers look good. In 2016, we will be changing the youth summer library program and Amanda Jones our new Youth Librarian/Programmer is implementing new and different types of programs. We expect numbers to increase next year.

  Motion by Member Janet Dake, second by Rep. for Superintendent (Ex Officio) Kathy Finley to approve the annual report for submission. Approved.
  Vote: 6 - 0
             
c. System Effectiveness - Discussion and approval of System Library Effectiveness (included with Annual Report)
  Motion by Member Janet Dake, second by Rep. for Superintendent (Ex Officio) Kathy Finley to approve the System Effectiveness statement as presented and include as part of the annual report.  Approved.
  Vote: 6 - 0
             
5. President's Report: (RAU) - President Rau shared the school district newsletter article promoting that jocks read too.

She shared a story regarding a book that was returned to the library somewhere in the country after being late for 78 years. It was returned as part of an Amnesty Program the library had. There was discussion on whether Menomonee Falls should have an Amnesty day to forgive fines. There was further discussion regarding a bill currently going through state legislature that will allow libraries to attempt to retrieve past due materials from patrons. No decisions were made regarding Amnesty day. Rohr will work with library staff to attempt to get numbers regarding the dollar amount of fines outstanding vs. material charges.

             
6. Director's Report: (SCHALL)
             
a. Lighting System Update - the automatic lighting has been updated. A few more tweaks need to happen. A few lights are not programmed as expected.
             
b. Personnel - We are hiring 12 hour per week Reference Assistant to work mostly nights and weekends. A staff position was opened up when a Page 2 was promoted to Acquisitions/Circulation. Instead of hiring a 20 hour per week Page 2, we will fill a gap in reference with 12 hour position.
             
c. Employee of the Month - None.
             
d. Other -
  • Change Library Board Meeting Night - we have been asked by the Village Manager on behalf of President Helm if we would be able to change the night our library board meets. The consensus was to keep the meeting on Wednesday nights.
  • Public School Art Month is March. Presentation of awards is March 1. Board members are invited to attend.
Jane Schall, Library director, announced she will be retiring effective Friday, June. 3. We thank Jane for her many years of service to the library. Discussion was made regarding the timeline to post the position and application deadlines.
  • Rohr will put together the job announcement and post it appropriately next week.
  • Deadline for applications will be March 16.
  • Interviews will occur in a timely manner so that an offer of employment can be given mid to the end of April. Giving the candidate a full month to give notice.
  • We will ask for resume, application and three references.
  • Schall suggested the board ask Connie Meyer to sit in on the interviews and or assist with the job interview questions.
  • Schall suggested we have at least one library staff member sit in on the interviews. She recommended Rohr. She told the story of the staff member taking former applicants on a tour of the library after the interview. This would allow the board to discuss the applicant and staff member getting a different take on the candidate in a different setting.
             
7. Trustee's Report: (WALZ) - Chilly Fest is Feb. 12-13. Schall went to make a copy because there were none hung at the library to her knowledge. Schall suggested fliers be sent to us regularly to promote village events.

Walz inquired if there were any candidates for the Library Board position. Schall reported there were none to her knowledge.

Walz discussed the master plan for the village and other events coming up.
             
8. Friends' Report - None.
             
9. Next Meeting: Wednesday, March 9, 2016, Library Board Room, 6:00 pm
             
10. Topics for next meeting agenda
             
11. Adjournment - Meeting adjourned at 8:03 with no further business to discuss.
Minutes transcribed by Ellen M Rohr, Business Manager
Minutes approved on March 9, 2016.

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