Joint Library Board Agenda &

Minutes of the Meeting of the Kimberly-Little Chute Public Library Board October 18, 2011 The meeting was called to order at 4:32 p.m. by President Moes at Gerard H. Van Hoof Library in Little Chute. PRESENT: Sarah Dollevoet, Jim Hietpas, Tamara Maxwell, Jim Moes, Judy Stangel, Rose Vander Velden, Lori Vanderloop. ABSENT: Marcia Trentlage. OTHERS PRESENT: Beth Carpenter, Barbara Fleming, Ann Hardginski. Stangel moved, seconded by Vander Velden, to approve the minutes of the September 20, 2011 meeting. Motion carried. Stangel moved, seconded by Vander Velden, to approve the September 2011 invoices. Motion carried. The September 2011 financial and statistics reports were discussed. DIRECTOR’S REPORT Carpenter commended library employees, Jane Werner and Ellen Gloudemans, for their response and caring assistance given to a disoriented woman at the Little Chute Library on October 10th. Discussion followed. The Board asked Carpenter to forward their thanks to Werner and Gloudemans. Karen O’Brien is back to work after recovering from knee surgery, so the library is back to full staff again. Monthly staff & supervisor meetings continue. Carpenter reported attending several webinars in the last month covering the following topics: nonfiction weeding, nonfiction collection development, and an OWLS Directors Meeting discussing changes in the treatment of reference collections. Carpenter also presented a workshop with WiLS Director, Stef Morrill, for the Winnefox Library System on Google tools. The next 3rd Thursday program will take place on October 20th with author Chad Lewis presenting “The Bizarre History of Wisconsin: The Weirdest Stories of Wisconsin’s Past.” Carpenter commended Corinne Herro for doing a wonderful job with the library’s ongoing readers’ groups. The knitting program started last year will not be continued due to lack of staff time. FOLKS held a meeting on October 7th. They are making progress on their 501c3 application, which is now in Carpenter’s hands to wrap up the final details. FOLKS will continue to support adult programming in 2012 and donated $1100 for the 1000 Books Before Kindergarten program. FOLKS will also be assisting the library with a fundraising program during the holiday season in which patrons will be invited to pick an ornament off a Christmas tree at both locations and donated the item on the ornament for the library collection. More details to come. Fox Cities Reads and Fox Cities Book Festival meetings continue. Carpenter shared a thank you letter from the Book Festival Board for the Board’s donation to the Festival in 2011. Carpenter invited those present to participate in the Community Foundation’s 25 for 25 Charity Challenge this week – the Book Festival is one of the potential recipients of a grant should they receive enough community votes in the challenge. Carpenter met with D&M Interiors and custodial staff to plan for flooring replacement by the circulation desk at the Little Chute Library. They also discussed options to replace worn carpeting in high traffic areas under the public Internet computers. Windows at the Little Chute Library will likely be replaced this Fall in the Director’s office and staff workroom. Carpenter reported that the Little Chute DVR has failed and needs replacement, which would be discussed later on the agenda. The new color copier at the Little Chute Library will be installed October 19th. Carpenter reported that the Joint Budget Hearing went well. Administrator Hermus asked for some revisions to address a higher cost of living increase, so adjustments have been made that would be addressed later on the agenda. The health insurance plan for 2012 has changed to a staff payable deductible plan. This change also affected adjustments in the budget. Carpenter has been working on scheduling possibilities should a new library assistant be able to be hired in 2012, including the possibility of opening the library earlier in the morning. CIP projects are almost complete. Carpenter shared information about chairs that have been ordered for the public Internet workstations. Shelving will be ordered for youth series shelving in Kimberly, which will complete this year’s projects. The library will save money on our movie license for public performance by participating in a group license with other OWLS member libraries. An article from the Times-Villager regarding the new Fox Cities LIFE Study was shared, which mentioned that the “area’s libraries were mentioned repeatedly in the focus groups as a major asset.” Carpenter thanked OWLS for their strong support which makes excellent service to the community possible. Kindle ereaders are now compatible with the library’s Overdrive ebook collection. Carpenter mentioned that the Kindle Fire, a new tablet, will be released in November. If staff begin getting requests for support of the new device and use of the ebook collection, Carpenter may request Trust Funds to purchase a Kindle for staff training. Hardginski and Carpenter have been working hard on the 1000 Books Before Kindergarten program which will launch in November. Carpenter has been working on budget allocations for the 2012 collections budget based on circulation of different sections of the collections. This will also help in preparation for setting up the Millennium acquisitions module this Fall, which will be used for tracking materials orders, expenditures, and encumbrances in the future. Carpenter is working on wrapping up details for the electronic door grant. There are marketing components to complete, as well as gathering anecdotes from people using the new doors. Carpenter will attend the Wisconsin Library Association’s annual conference during the first week of November. YOUTH SERVICES REPORT Hardginski reported that the Book Babies story time session is complete and commended Hasseler for taking on this program for the first time. Regular story time sessions are averaging about 45 people per session and will end October 27th. A train story time was held this month at the Kimberly Library in collaboration with the National Railroad Museum. The library’s ongoing Pooches and Pages program is underway – attendance is down somewhat from last year, however, the area schools and other area libraries have started similar programs that might be diluting the need and interest. Upcoming programs include a Building Bonanza with The Learning Shop on October 27th and family movie nights. Teens enjoyed a cartooning/illustrating program with Carli Ihde on October 17th to kick off Teen Read Week. Teens are also invited to a movie night for the latest Pirates of the Caribbean film on the 18 th. Hardginski thanked Stangel for inviting her to visit classes at Little Chute High School. Progress is being made on the 1000 Books Before Kindergarten program that will launch on November 12th with a concert with Tom Pease. The family book journal that will be given to participants was shared with the Board. Hardginski expressed concern that the program may increase circulation of picture books and that the current collections may not be able to bear that increase. Hardginski thanked sponsors: FOLKS, Cheesefest, Simon’s Cheese/Agropur. She is also working with area school districts as potential partners in the program. OLD BUSINESS The annual review of Library Director was scheduled for this meeting. Stangel mentioned that it would be nice to have a tool to use for the evaluation related to the director’s job description, rather than just a general discussion. Discussion followed. Stangel moved, seconded by Vander Velden to table the director’s review until an evaluation tool can be developed and adopted. Motion carried. Stangel moved, seconded by Vander Velden, that Board members bring example of tools to the next meeting and that the examination of tools be added to the agenda for that meeting. Motion carried. Carpenter will check for standards for library director performance, will bring the job description to the next meeting, and will ask other OWLS libraries for tools they are using for the director’s review. Fleming left the meeting at 5:16 p.m. Adjustments to the 2012 Budget were presented based on a request by Administrator Hermus to allow staff a 2% cost of living increase. Adjustments were also made to health insurance, as those costs were now known. Due to the increase in payroll, it will not be possible to increase Hardginski’s hours to 35 from 30 per week. However, it would still be possible to hire another Library Assistant as planned, and add the difference in the budget to the collections line items. Discussion followed. Vander Velden moved, seconded by Dollevoet, to approve the budget adjustments as presented. Motion carried. Hardginski left the meeting at 5:25 p.m. NEW BUSINESS The 1000 Books Before Kindergarten program will kick off on November 12th. To date, nearly $4600 has been raised through community donations to support the program, but funds are still needed for printing the family journal pages and purchasing books awarded to families who complete the program. Carpenter requested that $3600 from the Joint Library Trust Fund be committed to the program to enable it to launch by the 12 th, with the hopes that the remaining funds could be raised through additional donations. Stangel moved, seconded by Vanderloop, to commit $3600 from the Joint Library Trust Fund for the 1000 Books program. Motion carried. Carpenter reported that the new color copier will be installed at Little Chute on October 19 th. The lease for the old copier will end on December 11th. The old copier could be purchased for $549.60 or shipped back to the leasing company at the end of the lease. Discussion followed. Moes moved, seconded by Stangel, to purchase the old copier with funds from the Joint Library Trust Fund at the end of the lease period. Motion carried. The DVR that records footage from the security cameras at the Little Chute Library has failed and needs to be replaced. Carpenter presented quotes for a DVR replacement from Lappen Security and Midwest Protection Services Inc. Discussion followed. Moes moved, seconded by Stangel, to purchase a DVR from Midwest Protection Services Inc. for $1455. Motion carried. The current Meeting Room Policy needed to be updated to reflect a change in point #11. “No food or drink is permitted in the meeting rooms” was removed and replaced with “Users must abide by the library’s Food and Drink Policy.” Vander Velden moved, seconded by Dollevoet, to approve the policy as amended. Motion carried. Stangel asked that the Laptop Use Policy be reviewed to consider allowing high school students to use the laptops for homework. Carpenter expressed concern that staff would be put in a situation where “policing” laptop use would be required to ensure they are being used for homework and not gaming, and that access for adults needing the laptops for distance education courses, resumes, and job applications would be more limited. Discussion followed. Moes moved, seconded by Dollevoet, to leave the policy as is. Stangel abstained. Motion carried. The following item was offered for the agenda of the next meeting: review evaluation tools for annual review of Library Director. Stangel moved, seconded by Vander Velden, to adjourn the meeting at 5:55 p.m. Motion carried. Respectfully submitted, Beth A. Carpenter Recording Secretary