Joint Library Board Agenda &

Minutes of the Meeting of the Kimberly-Little Chute Public Library Board August 16, 2011 The meeting was called to order at 4:30 p.m. by President Moes at Gerard H. Van Hoof Library in Little Chute. PRESENT: Sarah Dollevoet, Jim Hietpas, Tamara Maxwell, Jim Moes, Marcia Trentlage, Rose Vander Velden, Lori Vanderloop. OTHERS PRESENT: Beth Carpenter, Barbara Fleming, Ann Hardginski, Jill Hasseler. Trentlage moved, seconded by Vander Velden, to approve the minutes of the July 19, 2011 meeting. Motion carried. Hietpas moved, seconded by Vander Velden, to approve the July 2011 invoices. Motion carried. The July 2011 financial and statistics reports were discussed. Carpenter noted continued increases in circulation, computer use, patron visits, program attendance, web site hits, and wireless users. Concern was also noted about the lender-borrower ratio for both locations. DIRECTOR’S REPORT Carpenter reported that the majority of her time since the last Board meeting has been spent on addressing staffing issues, preparing for the staff in-service day, preparing & helping with the used book sale, completing the long range plan, and preparing the 2012 budget. The annual staff in-service day held on August 3rd was very successful. The Real Colors training was a great team building exercise. Staff was also updated on the planning process, budget, and other policy issues. The afternoon was spent cleaning out storage areas, organizing work areas, and preparing for the book sale. A clean up day at the Little Chute location would be beneficial in the future. Wednesday, August 17th is Amanda Fletcher’s last day as Library Assistant for the library. She is leaving to take employment with the Little Chute Area School District. Fletcher has been an invaluable member of the library staff, and she will be missed. The next 3rd Thursday program will take place on August 18th at 6:30 p.m. in Little Chute. Bill and Kate Isles, acoustic folk singers from Minnesota, will give a concert on the youth stage in the library. The library is normally closed on Thursday nights in the summer, but we will open for the concert as there have been issues with noise levels from other groups in the civic wing. The September program, Paper and Premier, will focus on a classic banned book, The Grapes of Wrath. Patrons will be encouraged to read the book before the program, then invited to watch the Academy Award winning film adaptation on the 15th with a discussion to follow. Adult programs will be moved to the 1st Thursday of each month in 2012, and the location will be moved to Kimberly, as Little Chute has hosted them for several years now. The used book sale sponsored by the Friends of the Library (FOLKS) was a success. Approximately $1200 was raised for the library. Items not sold were taken by Fox Valley Thrift Shoppe. Staff, FOLKS, and other library volunteers made this event possible. The next FOLKS meeting will take place on October 7th. Carpenter participated in the interview process for the Little Chute Finance Director position opening on Friday, August 12th. A candidate will likely be selected at Wednesday’s Village Board meeting. The 2011 computer replacement order has been placed. Julie Leopold at OWLS is working on preparing the computers, and installation should take place later this month or early September. Carpenter is also working on Capital Improvement Plan items for 2011, including replacing chairs at public Internet workstations. Carpenter reported on a question that came up at the last Board meeting regarding insurance and liability for the Joint Library Board. Administrator Hermus communicated that the governing officials of a joint venture are insured by the individual community they represent. YOUTH SERVICES REPORT Hardginski shared statistics on Summer Library Program sign-ups and program attendance. Increases in participation included a 23% change for children’s registrations, a 23% change for teen registrations, and a 74% change in adult registrations. Program attendance also showed huge increases this year. Trentlage commended Hardginski on the positive effect she has had on program participation. Judy Stangel entered the meeting at 4:42 p.m. Hardginski also reported on programs held in August, including a showing of the movie “Rio” (94 attended), the launch of our Pooches and Pages reading to therapy dogs program (40 attended), and Winnie-the-Pooh’s 90th birthday being celebrated with a card-making activity during the week of August 8-12. The cards have been mailed to the New York Public Library where the original bear will be having a birthday party later this month. A teen planning meeting was also held to get input from teens on what kind of programming they would like to see at the library. Hardginski will be part of a panel presenting Wakanheza Training for an OWLS workshop hosted at the New London Public Library on August 23rd. Wakanheza focuses on how to create a community where everyone feels welcomed and respected. Carpenter will be attending with a few other interested staff members. A brochure describing upcoming Fall programs was distributed. OLD BUSINESS There was no old business to discuss. NEW BUSINESS A copy of the Kimberly-Little Chute Public Library Plan: 2011-2015 had been distributed to Board members for review before the meeting. Carpenter also distributed a summary document that could be used to inform Village Board members about the Plan results. Major findings of the Plan were reviewed. Discussion followed. Concern was expressed about the municipal contribution to the library budget compared to that of other Outagamie County libraries. Trentlage inquired what the average contribution for the state might be. Carpenter will try to find out. Concern was expressed regarding how the goals and objectives would be achieved without additional resources. Discussion followed. Stangel moved, seconded by Vanderloop, to approve the Kimberly-Little Chute Public Library Plan: 2011-2015 and its use as a tool for making progress and positive change for the library. Motion carried. Planning Committee members were thanked for their work in completing the planning process. Carpenter thanked Rick Krumwiede, without whom, the process would not have been possible. Barbara Fleming left the meeting at 5:12 p.m. The departure of Amanda Fletcher leaves a Library Assistant position opening. Carpenter recommended hiring Angela Schneider to replace Fletcher. Schneider recently interviewed for the Summer Student position and wasn’t hired, but was invited to volunteer as a library intern. Schneider has volunteered faithfully throughout the summer, assisting with weeding projects, DVD resurfacing, shelving, and program planning. Trentlage moved, seconded by Vander Velden, to approve the hire of Angela Schneider as Library Assistant. Motion carried. Carpenter shared information regarding an examination of book vendors and options for saving money in 2012. A recommendation was made to move to Baker & Taylor to receive greater discounts on materials, gain free shipping, and lower costs for database access for ordering. Savings would provide funds for the library’s contribution to digital content required for the state purchasing pool in 2012. No objections were made, and Carpenter will continue with the project as presented. Information regarding current photocopier contracts was distributed. The lease for the photocopier in Little Chute expires soon and the equipment will need to be replaced. Moes inquired what it would cost to purchase the current copier rather than ship it back to the leasing company. Carpenter will find out. Options for a color photocopier were presented, including quotes from our current vendors. Discussion followed. Trentlage moved, seconded by Stangel, to approve a 48-month lease with Modern Business Machines for a Canon ImageRunner C2030 Color Digital System. Motion carried. The 2012 Budget was distributed, including a revenue plan for the coming year. Carpenter noted that Outagamie County funding will hopefully increase to 92% in 2012, which, when partnered with savings in retirement benefits due to the newly required employee contribution, will allow greater flexibility in the budget than anticipated. However, if county funding does not increase, the budget plan will need to be revised. Major changes in the budget plan included increasing hours for the Youth Service Librarian, adding a permanent part- time Library Assistant, and increasing materials budgets for AV and books. These changes were recommended based on the findings of the 5-year plan. The Villages would not be asked to increase their contributions. Discussion followed. Trentlage moved, seconded by Stangel, to approve the 2012 Budget as presented. Motion carried. 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. Trentlage commented on a recent article in Trustee Tale written by Rick Krumwiede in which he reports that only 15% of all OWLS and Winnefox libraries post their library board minutes on their websites. Carpenter was commended for being one of that percentage and for the work that has gone into sharing the library’s information online. Vander Velden moved, seconded by Trentlage, to adjourn the meeting at 5:47 p.m. Motion carried. Respectfully submitted, Beth A. Carpenter Recording Secretary