Monarch Library System All Directors Council Minutes West Bend Community Memorial Library. October 11, 2018 Called to Order 9:35AM Adjourned 11:30AM

Transcription

1 Monarch Library System All Directors Council Minutes West Bend Community Memorial Library October 11, 2018 Called to Order 9:35AM Adjourned 11:30AM Present: Erin Anders Fox Lake, Annie Bahringer Hustisford, Alixe Bielot Mayville, Mary Alice Bodden Theresa, Tom Carson Port Washington, Erin Coppersmith Kohler, Elizabeth Daniels Iron Ridge, Jennifer Einwalter Hartford, Jen Gerber Saukville, John Hanson Grafton, Alex Harvancik Horicon, Bret Jaeger Waupun, Leslie Jochman Plymouth, Sue Kinyon Brownsville, Amanda Kloppman Mequon, Nicole Lynaugh cedar Grove, Betty McCartney Elkhart Lake, Rachel Muchin Young Mequon, Patty Peters Slinger, Linda Pierschalla Cedarburg, Jackie Rammer Random Lake, Amy Salminen West Bend, Trisha Smith Germantown and Janet Thrane - Juneau Present Online: Garrett Erickson Sheboygan, Kay Kromm Reeseville, Sue Mevis Beaver Dam, Dawn Murphy Lowell, Ann Penke Lakeland University and Trixine Tahtinen - Oostburg Absent: Mark Rozmarynowski Sheboygan Falls and Camrin Sullivan - Lomira Also, Present: Amy Birtell Monarch System Director, Carl Demmin System Staff, Heather Fischer System Staff, Alison Hoffman System Staff, Lynn Huether- System Staff and Robert Nitsch System Staff 1. Call the meeting to order: Amy Birtell Monarch System Director all the meeting to order at 9:35am 2. Public Comment and Correspondence: None 3. Approval of the agenda: Amy Salminen West Bend made a motion to approve the agenda for October 11, Seconded by Annie Bahringer - Hustisford. Motion carried. 4. Approval of the minutes from August 9, 2018: Rachel Muchin Young - Mequon made a motion to approve the minutes from September 13, Seconded by Betty McCartney Elkhart Lake. Motion carried. 5. Monarch System Reports: A. Director s Report Amy Birtell Monarch System Director informed the directors that Kewaskum Public Library has hired Lori Kriess as the new director. Slinger Community Library has extended the application deadline for the new director. The next group of libraries that will be taking part in the Standards Program project are Cedar Grove Public Library, Cedarburg Public Library, Germantown Community Library, Iron Ridge Public Library, Juneau Public Library and Theresa Public Library. These libraries will be contacted regarding when the first meeting will be. Included in the packet is information on the Certification Process for directors, review the information and contact the system director if you have any questions on the process. Moreover,

2 currently all the directors in the system have met the certification standards. Library Development and Legislative Committee is working on increasing the funding. Did a presentation for the Ozaukee Finance Committee, the group was very impress on what the libraries are doing and offering to the patrons. A reminder that the Wisconsin Library Association Conference is in LaCrosse on October 24 October 26, A special thank you to the libraries for signing up to host the 2019 Board of Trustee Meeting. B. Other reports as needed Heather Fischer System Staff is currently looking for five more volunteers to work the Frontier Day on October 20, The interest for the event has been great and if the interest is correct, this event will have a larger crowd than last year. This year the prizes will be coupons for Texas Roadhouse and Dairy Queen. Also, new at this event the system will be having and information/demonstrating booth on what type of services that are available for the patrons. In the future, this booth will be available to go to the county fairs and other events. 6. Committee Reports: A. Circulation Committee Report i. Recommendation: Amanda Kloppman Mequon presented the recommendation that libraries be allowed to waive some fines and fees accumulated at other libraries when cleaning up expired patrons registered at their library. This would only apply if the amount is less than $ These recommendations do not apply to lost/replacement, damaged or processing charges. Per the discussion, the directors would like to know if this would be system wide or could a library opt in/opt out, what about high-risk patrons and is the amount to high. The directors asked if this could be tabled for the next meeting, so they had more time to research what effect this would have at their library. i. Updates and Reminders: A. The committee suggest considering online registration for patron records. Some libraries have been participating in this and have had great success with it. This will also make it easier for Monarch Library System to incorporate patron registration at their booths at county fairs/system events in the future. B. Remind circulation staff to handle damaged items in-house before sending them to the owning library. If the damage is questionable, it is okay to contact the owning library for direction. But for items that are obviously damaged, it is best to handle them at the transaction library. Per the discussion, the directors asked if could get pictures on what a damaged item looks like. It would be helpful if notes on the damage was recorded on the item record. Currently, some libraries have the notes in the free text area and others have it on the physical record. C. Checking Accuracy of Statistical Classes. Per a discussion at the Circulation Committee meeting some staff members did not know what checking accuracy of statistical classes was. Please have the staff review the Checking Accuracy of Statistical Classes report.

3 B. ILS Committee Report i. ILS Standards - Betty McCartney Elkhart Lake explained that the ILS Standards have been updated to include all the changes made during the year. Per the discussion, the directors had questions regarding 2.J, and they asked that Circulation Committee investigate this more. The ILS Standards was tabled for next month meeting. ii. iii. Book format change A recommendation was presented to the directors that Book format be use instead of Serial format for material like travel guides and testing workbooks. Alison Hoffman System Staff will send out a guide on how to make the change and a list of serials to help with the change. Jennifer Einwalter Hartford made a motion that we use Book format for material like travel guides and testing workbooks. Seconded by Annie Bahringer Hustisford. Motion carried. DVD+Blu-Ray Format A recommendation was presented to the directors that DVD+Blu-Ray format be used after titles are no longer in demand. Amy Salminen West Bend made a motion that the DVD+ Blu-Ray format be used after titles are no longer in demand. Seconded by Trisha Smith - Germantown. Motion carried. C. Governance Committee Amy Salminen West Bend is the new chairperson replacing Vanessa Taylir. i. MLS Directors Council Bylaws Amy Salminen West Bend presented the updated MLS Directors Council Bylaws. Changes have been made to Article VI.1 The size of each committee shall be at least 7 individuals but no more than 11 individuals. The other change was Article VI.2 Notices of vacancies will be brought to the Monarch Library System Directors Council for nominations based on need in accordance with Article VI, Section 1. The council may authorize, and appoint, or remove members or designated representative of any committee. The designation of such members and designated representative thereof, shall be recorded in the minutes of the Directors Council Alex Harvancik Horicon made a motion to approve the revised /updated MLS Directors Council Bylaws. Seconded by Jen Gerber Saukville. Motion carried. ii. Monarch Library System Agreement Amy Salminen West Bend presented the Monarch Library System Agreement; no changes were made so a vote is not needed. D. Resource Workgroup Report Rachel Muchin Young Mequon presented what the workgroup is looking at for the system. The committee visit Mead Public Library Sheboygan to get information on their Imaginary Program. The committee plans on visiting other libraries to help in the process of getting ideas that would work well for the libraries in the system. Gale Courses has

4 been renewed for Currently, Amy Birtell System Director is working on getting quotes on language databases. The three language databases are Pronunciator, Rosetta Stone and Transparent. Amy Birtell System Director will send out an to the director regarding the pricing of the databases. Another database that the group is looking into is Ancestry.com for the system. However, we are still waiting for Ancestry.com to send a quote. Per the discussion on the what type of kits the system should be looking into, the directors would like to see low/medium tech kits for youth and adults. Collin Berke System Staff is currently working on directions/instruction for the maker kits that we currently have in the system. The kits will be made available in the Monarch Catalog and SharePoint. Also, it was suggested that we contact Brown County Library and get feedback on how they do the kits. The system will host a training day on how to use the various kits. Moreover, if you have any ideas for medium/low tech kits, please contact Rachel Muchin Young Mequon. Also, the marketing information will be available by the end of December 2018 regarding all the new program in E. Technology Workgroup Report Leslie Jochman - Plymouth presented the recommendation that libraries with websites through ipage pay to have SSL security certificates added to their website. Per the discussion, directors wanted to know if this security certificate just applied to ipage. It can be added to other websites. The cost is $ for 2 years and the cost is roughly $35.00/library. However, this is not included in the 2019 Tech budget information. Jen Gerber Saukville made a motion that we get the SSL security certificates added to the websites. Seconded by Jackie Rammer Random Lake. Motion carried. 7. Old Business None 8. New Business Updates Topics: Current Discussions IT to Do List File Servers Security Awareness Wi-Fi Solutions Currently looking into Wi-Fi solutions that would allow for more uniform service through the IT Specialists while giving libraries the ability to track statistic for the annual report. Goals for 2019 Workshops for Envisionware, Cybrarian, WordPress and other technologies as requested by libraries. IT Staff documentation in SharePoint on solutions to common problems and tutorials in SharePoint. A. Nominations for upcoming committee vacancies- Amy Birtell System Director presented a current committee rosters and vacancies report for Please contact Amy Birtell System Director if you are interested on joining a committee.

5 B. Winter Celebration The Winter Celebration will be on December 13, 2018 after the All Directors Council Meeting. More information will be made available at the next meeting. C. SharePoint After the All Directors Council Meeting on November 8, The system staff will be hosting a demonstration/training on SharePoint. 9. Other Business The WLA Foundation has an auction to raise funds. This year the Monarch Library System basket will include a bottle of wine from each county, book art and butterfly wine glasses key token. Trisha Smith Germantown informed the group that the library now has receipt printers. Alixe Bielot Mayville informed the group that the library is having an open house on November 2 and November 3 to celebrate the library 114 birthday. Linda Pierschalla Cedarburg informed the group at the 2D scanners are working great. Jannette Thrane Juneau informed the group that the delivery truck was in the Juneau Homecoming parade. Amy Birtell System Director informed the group if you would like to have the delivery truck in a parade, please contact her with the details of the parade and the system would make arrangement to get the delivery truck there. Carmin Sullivan Lomira had a baby boy. Trixine Tahtinen Oostburg informed the group that Oostburg Friend group will have a float in the Christmas parade. 10. Next All Directors Council Meeting: November 8, 2018 at 9:30am at the West Bend Community Memorial Library. 11. Adjourn Rachel Muchin Young Mequon made a motion to adjourn the meeting. Seconded by Leslie Jochman - Plymouth. Motion carried meeting adjourned at 11:30am