Joint Library Board Agenda &

Minutes of the Meeting of the Kimberly-Little Chute Public Library Board June 18, 2013 The meeting was called to order at 4:30 p.m. by President Moes at the James J. Siebers Memorial Library in Kimberly. PRESENT: Amanda Fletcher, Kris Graff, Jim Hietpas, Mike Hruzek, Jim Moes, Rose Vander Velden, Lori Vanderloop. EXCUSED: Tamara Talsma. OTHERS PRESENT: Beth Carpenter, Ann Hardginski, Marcia Trentlage. MINUTES AND REPORTS Graff moved, seconded by Vander Velden, to approve the minutes of the May 21, 2013 meeting. Motion carried. Hietpas moved, seconded by Vanderloop, to approve the May 2013 invoices. Motion carried. The May financial and statistics reports were discussed. DIRECTOR’S REPORT The Village of Kimberly phone system was recently replaced. Carpenter reported a bumpy transition, as the lines for the Little Chute Library phones were inadvertently cut off during the change. Service has been restored and staff are settling into managing 2 different systems. A Sierra glitch made 2 circulation computers at the Little Chute Library unusable for about a week and another staff computer had a bad monitor – bad timing as the library has been very busy with the summer reading program. Issues have since been resolved. Carpenter noted that no monitors have been replaced since her arrival nearly 4 years ago. The age of current public and staff monitors may become an issue and an expense may need to be made in the near future to upgrade old equipment. Security gates at the Little Chute Library are having problems and will need to be replaced. Gates were included in the CIP a few years out, so it is likely that Joint Library Trust Fund monies will need to be used to replace the gates earlier than expected. Unfortunately these issues have arisen at the same time someone has decided to steal DVDs at that library. Carpenter is using security camera footage to attempt to find the culprit. Carpenter also reported on aging security cameras at the Little Chute Library that will need to be replaced. Carpenter is working with Fox Valley Metro to identify a patron who has approached a staff member and a patron in an inappropriate manner. Carpenter reported on other challenges faced by library staff in the past month. Staffing changes may be coming as another employee seeks full-time employment. Annual reviews for staff continue – employees Ann Hardginski and Judy Clark are being reviewed this month. They are very high performers who lead by example. The search for the new OWLS Director has been opened. Carpenter invited Trustees to attend meetings being hosted by OWLS regarding the examination of public library systems in Wisconsin. Carpenter will attend the meeting in Black Creek next week. Work continues on the LSTA grant for hearing loops – PR and outreach elements remain to be completed. Carpenter shared a handout describing technology achievements and goals reported to OWLS for their system technology plan. The adult reading program is off to a great start. Grand prizes include an iPad mini and a $100 B&B gift certificate. 25 people attended the Container Gardening program this month. The next 1st Thursday adult program will be held on July 11th, entitled “Digging Out From Under Your Clutter.” Hyde Park on Hudson will be shown at next week’s Mid-Week Matinee. Carpenter met with the Fox Cities Reads Committee to discuss this year’s Reads and to being planning next year’s program. She also reported on the latest developments with the Fox Cities Book Festival. Carpenter has been providing one-on-one ereader assistance sessions for patrons on an as needed basis. Capital improvements are due soon. Carpenter will bring a plan for review and approval to the next meeting of the Board. Carpenter continues work on the WLA Conference Planning Committee and reports good progress. Carpenter thanked the Board for allowing her to attend this year’s ALA Conference in Chicago. She will be at the conference June 28 through July 2nd. Upcoming vacation time for the Director was also reported. YOUTH SERVICES REPORT Hardginski reported that the summer reading program is off to a great start and gave kudos to summer students, Jenna and Katie, for doing a great job prepping and assisting with the program. A variety of exciting grand prizes are on display at the Kimberly Library and programs have kicked off with story performer Chris Fascione, CSI with Metro, and Tom Pease in concert on June 19th. Wonderful community partnerships have been developed for this year’s programs, including Fox Valley Metro, The Learning Shop, Park & Rec departments of Kimberly and Little Chute, Kimberly Streets Department, the Weis Earth Science Museum, and more. Trivia Trek will include more community organizations this year, as well. Little Chute Elementary reading classes will be visiting the library, and Hardginski will visit the school, as well, to celebrate their reading achievements and share incentives for their effort. A student sign language interpreter will be coming to story times to share her talents and gain experience in the field. Hardginski is working with Child Care Resource and Referral and Wisconsin Public Television to offer PBS Kids Get Up and Go! Day on August 2nd. This day highlights ways Wisconsin families can be active together, enjoy the outdoors, and be healthy. It is typically held at the Appleton Library, but will be proudly hosted at Kimberly this year. Thomas the Train stickers were purchased to help ease the separation “anxiety” some children have when it’s time to leave the library’s train table. They are helping appease the kids and make departures from the library more pleasant. Hardginski shared a program brochure of the SLP programs taking place this summer. OLD BUSINESS There was no old business to discuss. NEW BUSINESS A meeting schedule for the coming year was presented and reviewed. Graff moved, seconded by Vander Velden, to approve the schedule as presented. Motion carried. Carpenter presented a list of current policies to regularly review and a list of policies to be developed. Discussion followed. No approval of a review schedule was needed. Carpenter was directed to move forward with the policy development as time allows. Moes invited Trentlage to report on behalf of FOLKS. Trentlage invited Trustees to become members of the Friends of the Library, which is now a 501c3 organization. She shared the FOLKS brochure and reported that she is working with Carpenter on updating it. FOLKS is working on visibility and increased support for the library. Hietpas moved, seconded by Vanderloop, to enter into Closed Session at 5:02 p.m. for the annual review of the Library Director (Closed Session 19.85(1)(c) Consideration of Employment, Promotion, or Performance Evaluation Data of Any Public Employee of the Village of Kimberly). Motion carried. Hardginski left the meeting at 5:02 p.m. Hietpas moved, seconded by Vanderloop, to exit Closed Session at 5:30 p.m. Motion carried. Fletcher left the meeting at 5:30 p.m. Carpenter was asked to clarify details concerning the Village of Kimberly’s Pay for Performance process. Discussion followed. Graff moved, seconded by Vanderloop, to approve the Library Director’s annual review. Motion carried. Hietpas moved, seconded by Vanderloop, to appoint Carpenter as Acting Secretary for the coming year. Motion carried. Vanderloop moved, seconded by Hietpas, to appoint Jim Moes as Library Board President. Motion carried. Moes moved, seconded by Hruzek, to appoint Rose Vander Velden as Library Board Vice President. Motion carried. ITEMS FOR FUTURE AGENDAS Items for inclusion on next month’s agenda include: Capital Improvement Plan review & approval, policy development. Vander Velden moved, seconded by Graff, to adjourn the meeting at 5:45 p.m. Motion carried. Respectfully submitted, Beth A. Carpenter Recording Secretary