Joint Library Board Agenda &

Minutes of the Meeting of the Kimberly-Little Chute Public Library Board July 16, 2013 The meeting was called to order at 4:35 p.m. by Vice President Vander Velden at the Gerard H. Van Hoof Library in Little Chute. PRESENT: Amanda Fletcher, Jim Hietpas, Tamara Talsma, Rose Vander Velden, Lori Vanderloop. EXCUSED: Kris Graff , Mike Hruzek. OTHERS PRESENT: Beth Carpenter, Ann Hardginski, Marcia Trentlage. MINUTES AND REPORTS Fletcher moved, seconded by Hietpas, to approve the minutes of the June 18, 2013 meeting. Motion carried. Hietpas moved, seconded by Talsma, to approve the June 2013 invoices. Motion carried. The June financial and statistics reports were discussed. DIRECTOR’S REPORT Carpenter briefly addressed staffing issues which would be covered under another agenda item. She recently met with Administrator Hammatt regarding the Pay for Performance program and the reviews for herself, Ann Hardginski, and Judy Clark. Discussion followed. Jim Moes entered the meeting at 4:45 p.m. The Personnel Committee will be meeting with Administrators Hammatt and Hermus on July 23 rd to further discuss the Library Director’s annual review. Carpenter reported that the OWLSnet membership fee will increase 1% for 2014 and provided an update on Brown County Library. A bill was issued to Brown County Library by OWLS for Outagamie County libraries. Representative Murphy’s office has sent a memo to all legislators asking for co-sponsors for legislation that would remedy the Brown County Library situation. Carpenter and Moes will contact local representatives to urge them to co-sponsor this legislation. Adult reading program registrations have surpassed 2012’s numbers with 516 adults registered so far. Attendance was good for the “Digging Out From Under Your Clutter” program. Upcoming adult programs include Food Preservation 101 on August 1st and a Mid-Week Matinee on July 25th. Carpenter is co-leading Fox Cities Reads with Joe Bongers from the Menasha Public Library. Meetings are going well with discussions regarding next year’s selection well underway. The Fox Cities Book Festival is scheduled to take place April 7-13, 2014. The Federal Government is expecting public libraries to provide information and resources for people enrolling in new health exchanges due to the Affordable Care Act coming in October. Carpenter met with local library administrators and a representative from the Community Health Center to begin planning for what resources and partnerships will need to be in place to support this program. Moes expressed concern about expectations for support when no additional funds are provided to libraries to do this. Carpenter thanked the Board for making her attendance at the American Library Association conference possible. Many ideas and much enthusiasm were gained through participation in this national event. Carpenter also reported that her work on the Wisconsin Library Association annual conference is ramping up again now that the conference date is fast approaching. YOUTH SERVICES REPORT The Summer Reading Program has been going very well with registrations on par with last year. Hardginski had to order more prize incentives due to high numbers. She reported on recent programs, several of which included partnerships with other Village departments. All programs have been very well received. Hardginski thanked Village Custodial staff for all of their help with the various room set-ups required to support the summer programs. A sign language volunteer has been signing at recent programs & doing a wonderful job. She will also be providing programs at the library this fall, including a baby sign language program for parents. Hardginski reported that over 400 families have registered for 1000 Books Before Kindergarten. Additional supplies may need to be ordered to support this popular early literacy program. Upcoming programs include community events, such as Trivia Trek and Pages in the Park. The Library is honored to be the host for this year’s PBS Get Up and Go Day. We will be expecting 400-800 kids to visit the Kimberly Library on Friday, August 2nd for a fun day that will highlight ways Wisconsin families can be active and healthy. The event will include appearances by Clifford the Big Red Dog and other special guests, as well as hands-on fun, music, movement, arts & crafts, and science activities. This program is provided in partnership with Wisconsin Public Television and Child Card Resources and Referral, Inc. OLD BUSINESS Moes noted that the Personnel Committee will be meeting July 23rd to discuss Carpenter’s annual review with Village Administrators Hammatt and Hermus. NEW BUSINESS Carpenter presented a Request for Consideration to replace the failing security gates at the Little Chute Library. Gates had been included in the Capital Improvement Plan a few years out, but will need replacement soon. Carpenter shared information about current security technology, the possibility of future changes related to RFID, and the need for a more in-depth study to determine which technology will be appropriate for this library’s future. Discussion followed. Hietpas suggested asking local libraries who have converted to RFID if they still have old gates that work that we could purchase at a lower cost until we complete a planning process regarding conversion of the collection. Discussion followed. Moes moved, seconded by Hietpas, to replace the failing security gates at the Little Chute Library and use funds from the Joint Library Trust Fund to do so. Carpenter will ask local libraries about the availability of used gates before purchasing new ones. Motion carried. Kelsey Christie has resigned from her position as Library Assistant to take a full-time position elsewhere. Sheryl Pendleton is also planning on retiring this summer. Carpenter also reported that Lori Van Dyke will be retiring in February 2014. Carpenter sought approval to fill the open positions as soon as possible. Discussion followed. Moes moved, seconded by Talsma, to fill the vacant positions. Motion carried. The 2014-2018 Capital Improvement Plan was presented and discussed. Moes moved, seconded by Fletcher, to approve the plan as presented. Motion carried. Carpenter presented a new Circulation Policy. Discussion followed. Talsma moved, seconded by Vanderloop, to approve the Circulation Policy as presented. Motion carried. The existing Food and Drink Policy was reviewed. No changes were recommended. Discussion followed. Moes moved, seconded by Fletcher, to approve the policy as presented. Motion carried. ITEMS FOR FUTURE AGENDAS Items for inclusion on future agendas include review and approval of 2014 budget, update on the Affordable Care Act, and the Library Director’s annual review. Talsma moved, seconded by Vanderloop, to adjourn the meeting at 5:45 p.m. Motion carried. Respectfully submitted, Beth A. Carpenter Recording Secretary