Joint Library Board Agenda &

Minutes of the Meeting of the Kimberly-Little Chute Public Library Board July 19, 2011 The meeting was called to order at 4:30 p.m. by President Moes at the James J. Siebers Memorial Library in Kimberly. PRESENT: Jim Hietpas, Jim Moes, Judy Stangel, Marcia Trentlage, Rose Vander Velden, Lori Vanderloop. EXCUSED: Sarah Dollevoet. OTHERS PRESENT: Beth Carpenter, Barbara Fleming. Trentlage moved, seconded by Vander Velden, to approve the minutes of the June 21, 2011 meeting. Motion carried. Vanderloop was welcomed as a new Library Board Trustee, recently appointed by Village of Little Chute President, Michael Vanden Berg. A new contact list for Board members was distributed with the meeting materials via email. Vander Velden moved, seconded by Vanderloop, to approve the June 2011 invoices. Motion carried. The June 2011 financial and statistics reports were discussed. Carpenter noted significant increases in circulation, computer use, patron visits, program attendance, web site hits, and wireless users. Tamara Maxwell entered the meeting at 4:35 p.m. DIRECTOR’S REPORT Carpenter shared that her 2 year anniversary came in July and shared a list of accomplishments made during those 2 years. She thanked the staff for helping make those accomplishments happen. Carpenter attended the American Library Association (ALA) Virtual Conference on July 13 and 14. OWLS provided the registration fees for the conference and access to the sessions online. The library will be closed on Wednesday, August 3, 2011 for staff inservice training. Teri Zuege-Halvorsen from UWEX Calumet County will be facilitating a Real Colors session for staff, the planning process will be discussed, and clean up and preparation for the used book sale will be some of the items covered that day. Library intern, Angela Schneider, has been an invaluable addition to the library by providing assistance with the weeding project in Kimberly, cleaning/resurfacing DVD donations, and shelving. Trentlage asked about rewarding Schneider to show our gratitude for volunteer work done well. Discussion followed. The adult summer reading program ends Friday, July 22nd and prizes will be awarded next week. Registrations for the adult program are up 69% from 2010. “Discover the World of eBooks,” held Thursday, June 30 had 21 attendees who were very invested in digital media and their mobile devices and ereaders. Evan Bend and Bradley Shipps from OWLS did a great job presenting the topic and provided a well-organized and valuable workshop. The next 3rd Thursday program will be” Scrapbooking Your Vacation and STAY-cation Photos” on Thursday, July 21 at 6:30 p.m. at Little Chute. The August 3rd Thursday program will be a concert from Duluth residents Bill and Kate Isles. The Friends of the Library (FOLKS) met on July 8th to discuss preparations for the upcoming used book sale on August 4-6. Board members were invited to sign up to help at the sale. The Planning Committee met on July 11th to review and discuss the evaluation summary, reports on the interviews and focus group results, and to complete a service response exercise designed to help focus the library’s future goals. Carpenter met with Rick Krumwiede at OWLS on Monday, July 18 to discuss goal setting and vision and mission statements. Next steps include: a meeting on July 27th to review a draft values statement, draft mission statement, and proposed goals; a meeting on August 8th to finalize the plan for recommendation to the full Board; presentation of the plan to the full Board for approval at the August 16th meeting. The Fox Cities Book Festival Board met on July 13th to try to regroup and shape a shared mission. There is still work to be done to focus the scope of the event, but progress is being made. The Fox Cities Reads committee is planning to meet soon to begin selection of the 2012 author. Carpenter attended an Administrative Advisory Committee (AAC) meeting on July 15th. The server hosting Millennium went down suddenly due to a hardware failure recently – OWLS staff have been hard at work fixing issues as a result of the crash. Most, if not all, issues have been resolved at this time. Check out periods for CDs have changed from 4 weeks to 2 as of July 1st. Carpenter is serving as a tester for Shoutbomb – a new enhancement being prepared for InfoSoup users that will text courtesy notices, holds alerts, and other information to a user’s smart phone. OWLS is looking into becoming a development partner with Innovative Interfaces for their new ILS product named Sierra. The Wisconsin Public Library Consortium has approved a recommendation to create a $1 million pool for purchasing digital media for the shared state collection. Funds will be contributed annually by library systems, and in 2010, LSTA funds will pay for 30% of each system’s share as an incentive for all systems to begin participation. Carpenter shared data from Krumwiede regarding possible formulas for deciding how much each member library would be expected to contribute. The formulas will be discussed at the August OWLS Directors Meeting. Carpenter will report further details in coming months. The installation of the electronic doors at both libraries is complete. Carpenter will now being working on additional grant requirements regarding publicity of the grant and collection of evaluative data from patrons using the new doors. Carpenter spoke to the Heart of the Valley Senior Service Club on July 6th about this project. Employee contribution for retirement will begin with the August 8-21 pay period payable on the August 25th deposit. Carpenter shared a memo from Rick Krumwiede regarding exemption from county library taxes. Carpenter also distributed a 2010 Annual Report bookmark that has been shared with both Village Boards. Future projects coming up include the 2011 computer replacement order and capital improvement projects, including replacement of chairs at the public computer stations. Carpenter will also be examining cost differences between materials vendors to see if money can be saved by greater discounts or reduced shipping charges. Carpenter will also be exploring photocopier options to replace the copier in Little Chute, as the lease for it ends in October of this year. Options for color printing for staff will be included in the discussion. YOUTH SERVICES REPORT Carpenter shared the Youth Services Report provided by Ann Hardginski, Youth Services Librarian. The summer program ends this week. Almost 1100 kids and over 360 teens signed up for the program this summer. Programs have had great attendance for all ages. Special needs adults have also been attending some of the programs, and positive feedback has been received on all of the performers this summer. The library is grateful to all of our donors who helped make these top-rate shows possible, including grants received from OWLS. A current donor was impressed with the number of kids we are reaching and our mission to prevent summer learning loss and lobbied his group to increase their donation to support the youth program next year. A unique donation was received from the John Gasparick family – a huge pirate ship with all the trimmings to be used for our September “Talk Like a Pirate Day” party. It will be a great addition to the festivities. July 14 th marked our “Party Like a Princess” program at the Little Chute Library. Over 200 princesses, princes, and adoring parents were in attendance, as we read stories, did crafts, played games, enjoyed tea time, and held a royal drawing for prizes. A showing of the movie “Rio” will take place on August 10th and a Teen Planning Meeting will be held on August 11th inviting teens to share their ideas for fall programs. Winnie the Pooh turns 90 in August! The library will host card-making at the library from August 8-12. The cards will then be mailed to the New York Public Library where the original bear resides in time for the grand birthday party they will hold on August 21st. OLD BUSINESS There was no old business to discuss. NEW BUSINESS A revised draft of the Internet Use Policy was reviewed and discussed. Trentlage moved, seconded by Stangel, to approve the revised policy as presented. Motion carried. Carpenter reported the upcoming change in law that will allow individuals to carry concealed weapons. Both municipalities are reportedly checking into ordinance development regarding concealed carry in municipal buildings. The library may need to adopt a policy, as well. Carpenter will stay informed on the topic and will bring it back to the Board as necessary. The following items were offered for the agenda of the August meeting: question concerning Joint Library Board liability insurance; quotes from copier vendors concerning upcoming lease end on public copier at Little Chute; discussion of possible change in materials vendor; approval of 2012 budget; approval of planning process results and 5 year plan. The following items were offered for the agenda of the September meeting: further examination/discussion of open hours; further examination/discussion of the Safe Child Policy; annual review for the Director. Vander Velden moved, seconded by Trentlage, to adjourn the meeting at 5:17 p.m. Motion carried. Respectfully submitted, Beth A. Carpenter Recording Secretary