CITY OF MILWAUKEE PUBLIC LIBRARY BOARD OF TRUSTEES REGULAR MEETING

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1 CITY OF MILWAUKEE PUBLIC LIBRARY BOARD OF TRUSTEES REGULAR MEETING Ald. Ashanti Hamilton, President John Gurda, Vice-President Sup. Theo Lipscomb, Financial Secretary Paula Kiely, Secretary Denise Callaway, Ald. Milele Coggs, Sharon Cook, Arthur Harrington, Ald. Nik Kovac, Joan Prince, David Riemer, Martin Schreiber Secretary s Assistant: Crystal Sura (414) PUBLIC COMMENT Tuesday May 24, :30 p.m. Central Library 814 W. Wisconsin Ave. Milwaukee, WI AGENDA APPROVAL OF MINUTES April 16, 2011 Regular Meeting. Attachment A, page 4 SPECIAL COMMUNICATION 1. Presentation of Gifts to Trustee. President Hamilton will present a resolution of appreciation to Trustee Bruce Thompson. COMMITTEE REPORTS 2. Innovation and Strategy Committee. The Committee will provide a report from the meeting held on May 5, 2011 regarding the Milwaukee County Federated Library System Member Agreement and reciprocal borrowing payment models. Attachment B, page Executive Committee. The Executive Committee will report on the meeting held May 11, 2011 regarding projects, committee goals and board development and retreat. Attachment C, page 25

2 4. Building and Development Committee. The Committee will report from the May 19, 2011 meeting regarding a masonry contract, Villard Square update, East Library Request for Proposal, the Facilities Plan, a Westlawn update, and the Ready Reference wheel. The Library Board of Trustees may vote to convene in Executive Session, pursuant to Wisconsin Statutes 19.85(1)(e) for the purpose of deliberating or negotiating the purchasing of public properties, the investing of public funds, or conducting other specified public business, whenever competitive or bargaining reasons require a closed session. The Board may then vote to reconvene in open session. OLD BUSINESS 5. Milwaukee County Federated Library System Member Agreement. The 2012 MCFLS Member Agreement will be discussed. The Library Board of Trustees may vote to convene in Executive Session, pursuant to Wisconsin Statutes 19.85(1)(e) for the purpose of deliberating or negotiating the purchasing of public properties, the investing of public funds, or conducting other specified public business, whenever competitive or bargaining reasons require a closed session. The Board may then vote to reconvene in open session. Attachment D, page Statement Concerning Public Library System Effectiveness. An update will be provided. Attachment E, page 35 NEW BUSINESS 7. Major Painting Offered on Loan. The Library Board will discuss Director Kiely s recommendation to accept a painting by American artist David Lenz as a loan, pending the purchase of appropriate insurance and execution of loan agreements with the owner. Attachment F, page MPL Board Appointments and Committee Assignments. Mayor Barrett announces a citizen reappointment to the Board. President Hamilton announces MPL Board committee assignments. Attachment G, page Summer Reading Programming. Coordinator of Youth Services Kelly Hughbanks will provide an overview of the 2011 Super Reader program. 10. Foundation Report. MPL Foundation Executive Director Meg Diaz will report on Foundation activities. ADMINISTRATIVE REPORTS 11. Personnel Actions. Library administration reports the personnel activity for April Attachment H, page 45

3 12. Financial Report. The financial report for April 2011 is presented. Library administration reports the financial activity for the month: U. S. Bancorp Commercial Paper # (rated A1/P1/F1+) dated 04/04/11 and maturing 05/04/11 at a rate of 0.13%...$580,000. Attachment I, page Library Director s Reports. Attachment J, page 47 REMINDER: Next scheduled meetings are: June 28, 2011 Regular Central Library 4:30 p.m. July 26, 2011 Regular Central Library 4:30 p.m. ADJOURNMENT Persons engaged in lobbying as defined in s of the Milwaukee Code of Ordinances are required to register with the City Clerk s Office License Division. More information is available at or by calling (414) PLEASE NOTE: Upon reasonable notice, efforts will be made to accommodate the needs of individuals with disabilities. Make requests to the Library Director s Office at (414) , (FAX), (TDD), or Central Library, 814 W. Wisconsin Ave., Milwaukee, WI Attn: Accommodation Request.

4 MILWAUKEE PUBLIC LIBRARY BOARD OF TRUSTEES REGULAR MEETING MINUTES Tuesday April 26, 2011 Villard Avenue Meeting Room 3310 W. Villard Avenue Milwaukee, WI PRESENT: Denise Callaway, Ald. Milele Coggs, Sharon Cook, John Gurda, Ald. Ashanti Hamilton, Art Harrington, Ald. Nik Kovac, Sup. Theo Lipscomb, Joan Prince, David Riemer, Paula Kiely EXCUSED: Marty Schreiber, Bruce Thompson STAFF: OTHERS PRESENT: Joan Johnson, Dawn Lauber, Bill Lenski, Sandy Rusch Walton, Taj Schoening, Crystal Sura, Kirsten Thompson Amy Hefter, Legislative Reference Bureau President Ashanti Hamilton called the meeting of the Milwaukee Public Library Board of Trustees to order at 4:43 p.m. on April 26, 2011 with a quorum present. Trustee Prince left at 5:35 p.m. and did not participate in the Executive Session held at the end of the meeting. Agenda items were taken out of order; however, these minutes are presented in numerical sequence. PUBLIC COMMENT None. President Hamilton introduced Villard Avenue Library Branch Manager Kirsten Thompson. Ms. Thompson noted that staff are very excited about moving into the new Villard Square Branch. She noted that they have actively participated in the planning of the new library, from furnishings to service. Meanwhile, Villard Avenue is busy as usual with programs conducted by the Library Youth Educator and the Teacher in the Library program, as well many visits from day-cares and schools. President Hamilton announced that Director Paula Kiely has been chosen as one of the Business Journal s annual Women of Influence in the Public Policy category. APPROVAL OF MINUTES Trustee Cook moved and Trustee Lipscomb seconded a motion to approve the March 22, 2011 minutes. SPECIAL COMMUNICATION 1. New Trustee Introduction. President Hamilton introduced Ms. Denise Callaway, designee of Milwaukee Public Schools Superintendent Gregory Thornton. Trustee Callaway, the Business and Community Partnerships Coordinator at MPS, said that the school district and the library have a great partnership, adding that the library is a great resource for the school children.

5 COMMITTEE REPORTS 2. MPL Finance & Personnel Committee. The Board received both the audit report and the investment report prior to the meeting. Chair Theo Lipscomb reported that at the Finance and Personnel Committee meeting held earlier, the accounting firm Reilly Penner & Benton reviewed their audit of the Library s Trust Fund for the year They provided an opinion that the Milwaukee Public Library financial statements and that it was a clean audit. for the year ended December 31, 2010 present fairly, in all material respects and that it was a clean audit. Trustee Cook stated that page 9 of the audit report notes that the Trust Fund has adopted an investment policy. However, the policy does not include provisions related to custodial, credit or interest rate risk. This comment will be taken into consideration in selecting an investment firm and reexaming the investment objectives. Trustee Lispcomb continued his report, noting the quarterly review of fund investments was provided by Mr. Kevin Moloney from JP Morgan. Mr. Moloney reported that the first quarter of 2011 was cautiously positive and did not recommend any investment changes at this time. The committee also accepted the report regarding the internal accounting management of the Trust and Gift Funds. Library Business Operations Manager Taj Schoening provided a memo indicating that there were no issues with the internal control procedures for the first quarter of Trustee Lipscomb noted the final item relates to the contract with Unique Management Services (UMS) for material recovery and debt collection. Trustee Lipscomb stated in the form of a motion that the committee recommends that the library contract with UMS for an additional year (2012) for collection services. Trustee Gurda seconded a motion to approve the recommendation. Motion passed. The Finance & Personnel Committee agenda and minutes from the April 26, 2011 meeting are attached at the end of these minutes. 3. Library Building & Development Committee. Chair Gurda referred to the April 14, 2011 Building and Development committee agenda and minutes, attachment B, page 18 of the agenda. Committee members discussed the Central Library RFID project which entails architectural modifications and staff moves to be completed in June. A 15-bin Automated Materials Handling machine and book drop will be located at the main entrance. Selfcheck stations are operational at all branch libraries. Status on other completed and ongoing projects was reported including installation of an air-handling unit at Central, Villard Square construction, and Central Library masonry repair. Trustee Gurda stated that the Committee moved into closed session to review a draft of the East Library Redevelopment Request for Proposal. Further development of the RFP is needed before the Committee makes a recommendation to the full Board. Informational item. 4. Nominating Committee. Committee Chair John Gurda stated that at the April 7, 2011 Nominating Committee, he was nominated for the position of MPL Board Vice-President for the remainder of the term. He accepted the nomination. The agenda and minutes of the Nominating Committee of April 7, 2011 are listed as attachment C, page 24 of the agenda.

6 ELECTION 5. Election of MPL Board Officers. President Hamilton presented the nomination of Trustee John Gurda to the position of Vice-President to the MPL Board and entertained a motion. Trustee Prince moved and Trustee Harrington seconded a motion to accept the recommendation of the Nominating Committee. Vice-President Gurda will hold office until May Motion passed. OLD BUSINESS 6. Milwaukee County Federated Library System Member Agreement. President Hamilton read the Executive Session statement, pursuant to Wisconsin Statutes 19.85(1)(e) for the purpose of deliberating or negotiating the purchasing of public properties, the investing of public funds, or conducting other specified public business, whenever competitive or bargaining reasons require a closed session. Trustee Lipscomb moved and Trustee Kovac seconded a motion to convene in Executive Session. Roll was called and unanimously passed. Trustee Lipscomb moved and Trustee Kovac seconded a motion to move out of Executive Session. Unanimously passed on a roll call vote. The Board reconvened in open session. A report from the Executive Session was not provided. 7. Statement Concerning Public Library System Effectiveness. Director Kiely explained that the Statement Concerning Public Library System Effectiveness is part of the Department of Public Instruction s (DPI) Annual Report. She reminded the Board of it s decision at the March 22, 2011 Board meeting, to indicate on the statement for 2010, that the Milwaukee County Federated Library System did not provide effective leadership and adequately meet the needs of the library. A draft explanation of the library board s response was reviewed and suggested changes discussed. The Board agreed that the points capture the opinion of the Trustees. Director Kiely noted that DPI s Assistant State Superintendent Kurt Kiefer and staff, were made aware of the Board s views regarding the Federated Library System leadership, during a recent visit. She added that Wisconsin State Statutes require when more than 30% of the citizens in a system provide comment that the system has not provided good leadership, the department is compelled to investigate. The explanation of the Board s response will be revised with additional comments from President Hamilton and Trustee Riemer. There was unanimous consent directing the Board President to sign the final statement without a vote from the Trustees. Informational item. NEW BUSINESS 8. Department of Public Instruction (DPI) Visit to MPL. Director Kiely reported that Assistant State Superintendent Division for Libraries, Technology, and Community Learning Kurt Kiefer, visited the Central Library April 8, Trustees Cook and Riemer were present for a portion of the meeting. State funding cuts of 10% are being proposed for four statewide service contracts including Wisconsin Talking Book and Braille Library and Interlibrary Loan Services. Mr. Kiefer and his staff toured these departments at Central. Mr. Kiefer will make a recommendation to the State Superintendent regarding how the 10% funding cut is distributed among the four contracts. Information item.

7 9. State Annual Report. Director Kiely referred to a memo dated April 18, 2011 regarding State Annual Reports Correction, attachment D, page 25 of the agenda. The library erroneously overstated the statistical data for interloan in their 2008 and 2009 annual reports to DPI. Lending of materials between MPL s branches was inadvertently included which inflated the statistics. The reports have been corrected. 10. Presentation of Gifts to Trustee. Due to Trustee Thompson s absence, this item was held. ADMINISTRATION REPORTS 11. Personnel Actions. The Personnel actions were reviewed. Trustee Harrington asked if the library expects more retirements due to the collective bargaining status of the statute. Director Kiely responded that she currently is aware of only a few upcoming retirements from the library this year. Last year, almost 10% of the library staff retired. She added that she understands that staff are concerned about potential changes to their wages and contributions, but this concern may not lead to retirements. Informational item. 12. Financial Report. The financial report for March 2011 were presented. U. S. Bancorp Commercial Paper # (rated A1/P1/F1+) dated 03/04/11 and maturing 04/04/11 at a rate of 0.16%...$577, Library Director s Reports. The circulation, patron, electronic and computer statistical reports were reviewed. Beginning in March, Bay View, East, Washington Park and Zablocki libraries increased public service hours by 28%. The usage trends of those four libraries will be monitored and reported separately next month. Informational item. With no further business, the Milwaukee Public Library Board of Trustees meeting of April 26, 2011 was adjourned at 6:15 p.m. The Board then toured the Villard Square Branch site located at North 35 th Street and West Villard Avenue.

8 Paula A. Kiely Director April 4, 2011 To: Fm: Re: Finance & Personnel Committee of the Milwaukee Public Library Board of Trustees: Chairman Sup. Theo Lipscomb, Ald. Nik Kovac, Joan Prince, David Riemer all trustees are welcome to attend Reilly Penner & Benton LLP: Katie Reilly, Joel Joyce JP Morgan: Kevin Moloney MPL: Taj Schoening, Bill Lenski Paula A. Kiely, Library Director Finance & Personnel Committee Meeting Tuesday April 26, :00 p.m.-4:30 p.m. Villard Avenue Library 3310 W. Villard Ave. MEETING NOTICE AND AGENDA 1. Financial Statements and Auditors Report. The Financial Statements and Independent Auditors Report of the Milwaukee Public Library Trust Fund for calendar year 2010 will be presented for approval and recommendation to the full Board. 2. Quarterly Review of Fund Investments. The investment manager of the MPL Trust Fund will review the performance of the investments. 3. Quarterly Report of the Internal Control of the MPL Trust and Gift Funds. Library Business Operations Manager Taj Schoening will report on internal accounting management. Attachment A, page 2 4. Unique Management Services (UMS). The Committee will review the results of the library s contract for collection services and related correspondence from the West Allis Public Library and the Milwaukee County Federated Library System. Attachment B, page 5 Persons engaged in lobbying as defined in s of the Milwaukee Code of Ordinances are required to register with the City Clerk s Office License Division. More information is available at or by calling (414) PLEASE NOTE: Upon reasonable notice, efforts will be made to accommodate the needs of individuals with disabilities. Make requests to the Library Director s Office at (414) , (FAX), (TDD), or Central Library, 814 W. Wisconsin Ave., Milwaukee, WI Attn: Accommodation Request. 814 W. Wisconsin Ave. Milwaukee, WI

9 MEMORANDUM Date: April 15, 2011 To: Paula A. Kiely, Library Director From: Taj Schoening, Library Business Operations Manager Re: Internal Controls - First Quarter 2011 I have confirmed that in the first quarter of 2011 Library staff followed Trust Fund internal control procedures. I am pleased to report that there were no issues with the operations of the Library Gift and Trust Fund during this period. The Account Clerk received all checks and prepared cash receipts for each one. I reviewed and retained a copy of each cash receipt. The Accounting Manager prepared checks and Fund Payment Requests for signature based on the Board s Check Signature Policy. The Deputy Director received the January, February and March monthly bank statements and reviewed canceled checks. I prepared the monthly bank reconciliations for this period and the Accounting Manager posted all transactions to QuickBooks. 814 W. Wisconsin Avenue Milwaukee, WI

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12 Central Library April 18, 2011 To: Paula A. Kiely, Director From: Kathryn Mlsna, Coordinator of Circulation Re: Milwaukee Public Library Experience Summary: Unique Management Services On January 20, 2010 the Milwaukee Public Library (MPL) entered into a contract with Unique Management Services, Inc.(UMS) to provide material recovery and debt collection services for MPL for the period beginning March 1, 2010 and ending on February 29, Under this agreement we refer the library accounts of Milwaukee resident to UMS if their outstanding balance due is greater than $25 and over 60 days past due. Account balances can be composed of overdue fines and replacement costs of items not returned or damaged. UMS charges MPL a flat fee of $8.95 per account referred. The contract stipulates that the total contract amount shall not exceed $90,000 for the first year and $60,000 for each subsequent year. All payments on patrons library accounts are made directly to the library. In order to cover the cost of the referral process, a fee of $15 is added to each account that is referred. MPL has referred current accounts as of March 1, 2010 as well as retrospectively back to January 1, Below you will find a chart which summarizes our experience for the one year period beginning March 1, Unique Management Services MPL Experience March 1, 2010 February 28, 2010 Accounts Number Amount Submitted 12,341 $1,037,400 Incorrect address 2, ,477 Bankruptcies/disputes 30 1,767 In process/processed 9664 $800,156 Materials returned $132,294 Dollars received* 83,207 Dollars waived 5,851 Total 3,586 $221,352 *The split between overdues and lost materials cannot be obtained from the ILS. 814 W. Wisconsin Ave. Milwaukee, WI

13 Milwaukee Public Library Experience Summary: Unique Management Services Page 2 The total amount of recovered materials and dollars received is $221,352. This represents 27.7% of the total amount in process/processed by UMS. The total number of accounts with payment or materials returned activity is 3,586. This represents 37.1% of all accounts in process/processed by UMS. Below is a chart showing the total revenue received by MPL for the same period. MPL Revenues Collected Latest Two Years 3/10-2/11 3/09-2/10 Overdues $397,521 $414,941 Lost Materials 85,428 $81,534 Total $482,948 $496,475 Less UMS payments 72,636 0 Net $410,312 $496,475 As you can see from the above chart, net revenues decreased during the first year of experience with UMS. However there are several other factors that need to be considered when deciding whether or not to continue our relationship with UMS. 1.) We were able to eliminate a staff Office Assistant position (salary and benefits totaling $50,798) that devoted half of her time to collections activities before we contracted with UMS. We were also able to significantly decrease the amount of time that the Library Investigator spends dealing with collection issues, freeing him to work more on security issues. Prior to contracting with UMS these two employees were able to pursue approximately 1,200 accounts per year with outstanding balances of $75.00 or more. With UMS we were able to pursue over 9,500 accounts last year with outstanding balances of $25 or more. 2.) We made a decision to refer accounts retrospectively back to January 1, Typically you do not see the same rate of return on accounts that are long past due, so our initial rate of returns are lower than would be expected moving forward. 3.) The complete process from initial referral through credit agency reporting, if warranted, takes approximately six months. After that time it is still possible to realize positive results from the UMS referral as people are sometimes motivated to clear up outstanding balances listed on their credit reports when seeking loans of some kind in the future. In other words it takes at least six months or more for the full benefit of any given UMS referral to become known. This means the return on our investment for accounts referred in the last six months cannot be calculated accurately at this time. 4.) The value of long overdue and billed materials returned as a result of account referral to UMS is approximately $132,000. This allows the library to maximize the use of materials we have already purchased and avoid purchasing replacement copies. 5.) Finally, part of the value of enlisting a credit agency is the deterrent effect on the accumulation of significant outstanding balances. It is for the above reasons that we are recommending continuing our relationship with UMS for the coming year.

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18 MILWAUKEE PUBLIC LIBRARY BOARD OF TRUSTEES FINANCE & PERSONNEL COMMITTEE MINUTES Tuesday April 26, 2011 Villard Avenue Library Meeting Room PRESENT: Ald. Nik Kovac, Sup. Theo Lipscomb, Joan Prince, David Riemer, Paula Kiely EXCUSED: STAFF PRESENT: OTHERS PRESENT: Bill Lenski, Taj Schoening, Crystal Sura, Michael Weber Amy Hefter, Legislative Reference Bureau Katie Reilly and Joel Joyce, Reilly Penner & Benton LLP Kevin Moloney and Mary Schuler, JP Morgan Chair Theo Lipscomb called to order, the meeting of the Board of Trustees Finance & Personnel Committee, at 4:12 p.m. on Tuesday April 26, Financial Statements and Auditors Report. The trustees received the Milwaukee Public Library Trust Fund Audited Financial Statements for the year ended December 31, 2010 prior to the meeting. Mr. Joel Joyce from Reilly Penner & Benton LLP reviewed the report. Mr. Joyce stated that the library s audit was clean and no concerns were noted. He added that library staff were cooperative and no deficiencies were identified in the Fund s internal controls. Informational item. 2. Quarterly Review of Fund Investments. Mr. Kevin Moloney, investment advisor from JP Morgan, presented the quarterly review of the Milwaukee Public Library Trust Fund as of March 31, The investment performance detail was summarized. Mr. Moloney gave an overview of the market. Market growth is expected in 2011 despite volatility. No changes to MPL s investment portfolio were recommended. The Investment and Performance Summaries are attached at the end of these minutes. Informational item. 3. Quarterly Report of the Internal Control of the MPL Trust and Gift Funds. Library Business Operations Manager Taj Schoening referred to attachment A, page 2 of the agenda. All accounting procedures were followed accurately in the first quarter of Informational item. 4. Unique Management Services (UMS). Library Director Kiely referred to the memo dated April 18, 2011 regarding Milwaukee Public Library Experience Summary: Unique Management Services, attachment B, page 5 of the agenda. Director Kiely reminded the Board that the library began using a debt collection service to recover overdue fines and replacement costs of items not returned or damaged on March 1, The summary describes the performance of Unique Management Services and lists a total amount of recovered materials and dollars received of $221,352. Library administration seeks Board approval to continue contracting with UMS in Trustee Lipscomb asked about patron residency and collection of fines throughout Milwaukee County. Deputy Director Joan Johnson explained that the only method that works with the software is to generate collection letters to patrons based on residency of the patron rather than by ownership of the item; therefore, letters are only sent to patrons who reside in the City of Milwaukee. Trustee Prince moved and Trustee Riemer seconded a motion to approve contracting with UMS in 2012 as a cost effective way to recover fines and materials. Motion passed. The meeting of the library Board s Finance & Personnel Committee was adjourned at 4:40 p.m. on Tuesday April 26, 2011.

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21 Paula A. Kiely Director April 28, 2011 To: Fm: Re: Innovation & Strategy Committee of the Milwaukee Public Library Board of Trustees: Chairman David Riemer, Ald. Nik Kovac, John Gurda, Joan Prince all trustees are welcome to attend Bruce Gay, MPL Taj Schoening, MPL Paula A. Kiely Library Director Innovation & Strategy Committee Meeting Thursday May 5, :00 a.m.-10:00 a.m. Central Library, Meeting Room 1 MEETING NOTICE AND AGENDA 1. Milwaukee County Federated Library System (MCFLS) Agreements. The committee will discuss ongoing negotiations with the MCFLS Board regarding the Member and the Resource Library Agreements. The Library Board of Trustees may vote to convene in Executive Session, pursuant to Wisconsin Statutes 19.85(1)(e) for the purpose of deliberating or negotiating the purchasing of public properties, the investing of public funds, or conducting other specified public business, whenever competitive or bargaining reasons require a closed session. The Board may then vote to reconvene in open session. 2. Strategic Planning. The committee will discuss the planning process for future services, including the role of technology and e-books. Persons engaged in lobbying as defined in s of the Milwaukee Code of Ordinances are required to register with the City Clerk s Office License Division. More information is available at or by calling (414) PLEASE NOTE: Upon reasonable notice, efforts will be made to accommodate the needs of individuals with disabilities. Make requests to the Library Director s Office at (414) , (FAX), (TDD), or Central Library, 814 W. Wisconsin Ave., Milwaukee, WI Attn: Accommodation Request. 814 W. Wisconsin Ave. Milwaukee, WI

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23 MILWAUKEE PUBLIC LIBRARY BOARD OF TRUSTEES INNOVATION & STRATEGY COMMITTEE MINUTES Thursday May 5, 2011 Central Library Meeting Room 1 PRESENT: John Gurda, Ald. Nik Kovac, Joan Prince, David Riemer, Paula Kiely EXCUSED: STAFF PRESENT: OTHERS PRESENT: Bruce Gay, Crystal Sura Eric Pearson, Budget Office Chair David Riemer called to order, the meeting of the Board of Trustees Innovation & Strategy Committee, at 8:02 a.m. on Thursday May 5, Trustee Prince participated by conference phone until 9:00 a.m. 1. Milwaukee County Federated Library System (MCFLS) Agreements. Director Kiely informed the Committee that she discussed the Member agreement with MCFLS Director Jim Gingery on May 2, 2011 as directed during the regular board meeting on April 26, She advised Mr. Gingery that Milwaukee Public Library is rejecting the last Member Agreement proposal from the MCFLS Board. The last proposal included a resource library payment of 6% of state funding with the requirement that there be a technical change in the holds process. Director Kiely requested that the technical change be made as soon as possible. She also advised Mr. Gingery that the MPL Board is in support of the suggestion by the Shorewood Public Library Board of Trustees President that the Member Agreement be renewed for one year with the same terms; and, that during the year, assistance from the Department of Public Instruction be sought for guidance in developing a new member agreement which takes in consideration other factors than circulation. Director Kiely noted the explanation of the library board s response on the Statement Concerning Public Library System Effectiveness will include budget figures and will be finalized soon. Informational item. 2. Strategic Planning. Director Kiely distributed a document titled Strategic Planning, dated May 5, 2011 summarizing the library s processes in recent years. Most recently, from , the Board and staff developed the Long Term Facilities Plan. The Facilities Plan was culminated in a motion that the Board passed in February The motion referred to different library models such as the current Villard Square project. In 2011, a consultant was hired to work with the Administrative Team to guide the project management process to achieve successful end results. Director Kiely asked the Committee members to consider if another Strategic Planning process was necessary at this time to ensure library services, including electronic books and other technological methods to access information are viable. A prior year gift from the MPL Foundation will be used to pay for a facilitator. Trustee Prince said that it would be beneficial for the

24 2. Strategic Planning. (continued) library to go through a strategic planning process soon, while the community is undergoing political change and facing economic challenges. She added that the Milwaukee Public School system s future is uncertain. Trustee Gurda stated that the library needs a strategic plan that focuses on its mission and outlines its goals. Trustee Prince added that a plan positions the library for opportunities in the public and private community. Trustee Kovac mentioned that libraries are about people and welcoming gathering places. Trustee Riemer noted the need for the Board and the staff to be open to radically different ways of future library service. The library is embracing information technology and needs to continue to be a high-tech asset and presence for its patrons. The Committee members were in consensus that a strategic plan should be developed. Director Kiely will create a project plan and timeline with expectations that the plan will be available for the 2013 budget planning cycle. The key issues listed on the document were reviewed. Discussion ensued regarding incentives and what motivates people to participate in activities and programs. Director Kiely commended the library staff for their creativeness and technical knowledge used in programming and services to promote the library and attract customers. Informational item. The meeting of the library Board s Innovation & Strategy Committee was adjourned at 9:05 a.m. on Thursday May 5, 2011.

25 Paula A. Kiely Director April 28, 2011 To: Fm: Re: Library Executive Committee of the Milwaukee Public Library Board of Trustees: Chairperson Ald. Ashanti Hamilton, John Gurda, Sup. Theo Lipscomb, David Riemer all trustees are welcome to attend Paula A. Kiely Library Director Library Executive Committee Meeting Wednesday May 11, :00-5:00 p.m. Central Library Old Board Room MEETING NOTICE AND AGENDA Projects. The committee will discuss the status of current projects and potential projects for Attachment A, page 2 2. Committee Goals. The committee will review and discuss the current committees and their roles and responsibilities. Attachment B, page 7 3. Board Development and Retreat. The committee will consider a suggestion made by trustees regarding Board development and a retreat. Persons engaged in lobbying as defined in s of the Milwaukee Code of Ordinances are required to register with the City Clerk s Office License Division. More information is available at or by calling (414) PLEASE NOTE: Upon reasonable notice, efforts will be made to accommodate the needs of individuals with disabilities. Make request to the Library Director s Office at (414) , (FAX), (TDD), or Central Library, 814 W. Wisconsin Ave., Milwaukee, WI Attn: Accommodation Request. 814 W. Wisconsin Ave. Milwaukee, WI

26 2011 Projects April 28, 2011 Initiative Goal New Updates New Villard Avenue Library Open library on time and within budget, with design that is flexible, supports new service model, supports literacy, and reduces operating costs Building construction underway Artists selected Partnership agreement signed by Mayor and RACM Sub-committees working on transition and moving Foundation fundraising underway RACM working on NMTC application RFID, Self-Check-out and Self-Check-in Installation Laptop Technology Program Lower circulation costs by using self-service technology for 80% of check-out and a high percentage of check-in Maximize access to technology by using laptop computers, employing Library Technology All Branches RFID operational and self service holds functional Sorters for Bay View, Capitol, Villard Avenue, and Central ordered Central Library related renovation underway Wireless upgrade vendor chosen and approved by board Recruitment for specialists underway

27 MPL 2011 Project Planning & Reporting Facilities Plan: New East Library Facilities Plan: New Cost-Benefit Analysis for Area Library Facilities Plan: Area and Express Libraries Redesign Webpage Communicate 2011 Goals and Progress Summer Reading Assessment and Improvement Specialists for public training, and an upgrade of the MPL wireless system Identify partner/developer to design and build new library through an RFP Process. Open library on time and within budget, with design that is flexible, supports new service model, supports literacy, and reduces operating costs Determine if Area Library is a cost effective model for providing library service; Request 2012 capital funding accordingly Develop case statement for consolidated Area and Express libraries Offer remote services through an attractive, easy-to-use website that meets users expectations and needs 2011 plan to be updated quarterly including use of resources and major steps toward meeting goals Develop efficient methods to complete yearly SRP tasks and improve communications between library departments while Laptops purchased Marketing plan completed RFP in 4th draft stage MPL Building & Development Committee reviewed RFP and will reconvene before making a recommendation to the full Board Technical panel selected Completed Requested funds to make site visits to Express Libraries Requested 2012 capital funding for one area library Drupal selected as content management software Designer & MPL team meetings ongoing Focus group testing pending Completed Updates ongoing Develop efficient method in working with youth services, C & M, and SSS for printing and ordering. Printing materials was selected as project to implement by May. Ordering will be reviewed by the end of

28 MPL 2011 Project Planning & Reporting maintaining outcomes Children s calendar to be covered under a blanket order for printing Establish and communicate expectations for workplace organization & maintenance Facilities and departments will be businesslike, orderly, clean, uncluttered, inviting, comfortable, colorful, well-maintained and attractive. Other printing benchmarked in 2011 for possible blanket contract in 2012 Team meeting held ; review with Director scheduled Rent areas of Central Library Pilot a Central room rental policy to provide a more consistent revenue stream to supplement city budget and Foundation & Friends Gifts Initial nationwide research completed Rare Books Room chosen for first rental area Initial team meeting held; Concerns and timeline revisions identified Goals of project clarified by Director Simplify probationary and annual performance management process and tools Improve Collection of Fines Implement Exhibit Policy Improve compliance in meeting deadlines and the effectiveness of required performance reviews Increase the number of customers paying their entire account at time of check-out A consistent and policy based approach to responding to hosting displays Completed 2011 annual reviews sent biweekly instead of in large batches First Team meeting held Under review by City Attorney s office 3

29 MPL 2011 Project Planning & Reporting Pilot Friends Book Cart sales to branch libraries Increase neighborhood access to used books Proposal accepted by FOL Board Lock boxes have been ordered Book trucks selected Signage received Meeting with FOL Finance Committee scheduled for May 12 Update MPL Collection Development Plan September 11 th, 10th Anniversary Programming Space Planning for Central Library Provide guidance to librarians for making collection development decisions. Engage the public in relevant and meaningful programming/discussion related to 9/11 Improve work areas for staff; develop plan for use of north area of 3 rd floor Committee named, team meeting held Scope statement created Proposed slate of events laid out Committee is researching speakers for possible panel discussion Space inventory of 3 rd floor completed Inventory of shelving/storage for special collections suitable for 3 rd floor completed Departments polled for storage, function and staff work area needs that could be located on the 3 rd floor Requested 2012 Capital Funds for improvements 4

30 MPL 2011 Project Planning & Reporting Determine the most cost effective method of providing for Circulation Aides Participate in Global Youth Service Day MPL staff will present programs at WAPL in Spring, 2011 Review and revise Adult Tutoring Program. NEW Library Services and Technology Act (LSTA) Grant Applications and Project Implementation NEW Improve access to job related information by part-time circulation staff Support City initiative by providing volunteer activities for teens Develop programs of wide interest to public librarians for presentation at WAPL Complete program assessment begun in Revise tutor training and adult tutoring program at 5 neighborhood libraries in order to remain relevant to community needs, strengthen connections with other local literacy providers (referrals) and to improve sustainability for the future. Leverage local funding with outside funding sources to expand MPL s capacity in providing access to library materials, facilities, programs and services Completed 45 accounts created ; staff returning computer use acknowledgements Project summary to be added to the national GYSD registry Completed Three programs approved 2011 Where to Find Tutoring Help Brochure printed and distributed Curriculum revision meeting scheduled Project to begin in May 2012 booklet sent to A-Team for feedback and ideas 5

31 Excerpt from MILWAUKEE PUBLIC LIBRARY BOARD OF TRUSTEES BYLAWS Approved May 20, 2010 ARTICLE VII COMMITTEES Section 1. There shall be five standing committees: An Executive Committee consisting of four (4) members (the president, the vice-president, the financial secretary and the immediate past-president); a Finance & Personnel Committee consisting of five members; a Library Building and Development Committee consisting of five members; a Library Services and Programs Committee consisting of five members; and a Innovation and Strategy Committee consisting of five members. The members of these committees shall be appointed annually by the President not later than the first meeting after the annual meeting in May, and shall serve for one year, or until their successors are appointed. All standing committee members must be sitting members of the current Board of Trustees. Section 2. A nominating committee shall be appointed by the president three months prior to the annual May meeting of every even numbered year and shall present a slate of officers at the annual meeting. Additional nominations may be made from the floor at that time. Section 3. The president shall appoint special committees as needed. Ad hoc committees for the study of special problems shall be appointed by the president, with the approval of the Board, to serve until the final report of the work for which they were appointed has been filed. These committees may also include staff and public representatives, as well as outside experts. Ad hoc committees are advisory to, and not binding on, the Board of Trustees. Only sitting members of the current Board may serve as committee chairs. Section 4. Standing and special committees may include staff, public representatives, as well as outside experts. These individuals will be considered as ex-officio members. These shall be non-voting positions. Section 5. A majority of any committee shall constitute a quorum for the transaction of business under its supervision or referred to it. ARTICLE VIII EXECUTIVE COMMITTEE Section 1. The Executive Committee consisting of the three (3) officers (the president, the vice-president, and the financial secretary) and the immediate pastpresident shall review any and all amendments to the Board s bylaws prior to action by the Board. Section 2. The Executive Committee may meet between the meetings of the Board, shall act for the Board in implementing established policies and programs, and shall serve as the administrative arm of the Board. It shall have the power to fill vacancies for officers and members of the Executive Committee; the persons so appointed are to be

32 confirmed by a majority Board vote and are to serve until the following annual election. The Executive Committee shall meet with the Library Director annually in December to review achievements for the year and goals for the coming year. ARTICLE IX FINANCE & PERSONNEL COMMITTEE Section 1. The Finance & Personnel Committee may review the annual budget summary with the Library Director. Section 2. The Finance & Personnel Committee shall review the performance of the trust fund investment advisor at least quarterly. Section 3. The Finance & Personnel Committee shall hear appeals by regularly appointed employees who by notice of the Library Director have been removed, discharged or demoted, or have been suspended in excess of fifteen days or have received a second suspension for any period within six months of the first, provided they appeal in writing within three days from the time the notice is served upon the employee. No employee regularly appointed shall be removed, discharged, demoted or suspended except for just cause. The Finance and Personnel Committee shall follow the requirements of due process contained in Section and of the Wisconsin Statutes. (see MPL Board of Trustees Operating Guidelines). ARTICLE X LIBRARY BUILDING & DEVELOPMENT COMMITTEE Section 1. The Library Building and Development Committee shall recommend any changes in existing space needs, approve major alterations and, when appropriate construction of new facilities. ARTICLE XI LIBRARY SERVICES AND PROGRAMS COMMITTEE Section 1. The Library Services and Programs Committee shall review Library services and programs. Section 2. The Library Services and Programs Committee shall hear written appeals from the community on issues related to Library services. ARTICLE XII INNOVATION & STRATEGY COMMITTEE Section 1. The Innovation & Strategy Committee will explore long-term solutions and make recommendations to the Milwaukee Public Library Board of Trustees for strengthening the organization and improving the funding structure of the Milwaukee Public Library. ARTICLE XIII POWERS OF BOARD COMMITTEES Section 1. No committee will have other than advisory powers unless, by suitable action of the Board it is granted specific power to act and a quorum of the Board is present.

33 MILWAUKEE PUBLIC LIBRARY BOARD OF TRUSTEES EXECUTIVE COMMITTEE MINUTES Wednesday May 11, 2011 Central Library Old Board Room PRESENT: STAFF PRESENT: John Gurda, Ashanti Hamilton, Theo Lipscomb, David Riemer, Paula Kiely Crystal Sura Chair Ashanti Hamilton called the meeting of the Board s Executive Committee to order at 4:10 p.m. on Wednesday May 11, 2011 with a quorum present. Items were taken out of order, however; these minutes are presented in numerical sequence Projects. Library Director Kiely referred to attachment A, page 2 of the agenda titled 2011 Projects dated April 28, This list updates the status of ongoing Library System projects. Most initiatives will be completed at the end of Exceptions include: the new East Library, the Area & Express Libraries and Library Services and Technology Act grant implementation. Director Kiely remarked that building of the Villard Square Branch is moving forward. Trustee Lipscomb inquired about the current Villard Avenue Library building and site. Director Kiely will contact the Department of City Development to reestablish the conversation. The Committee also asked for follow up on the Finney Library site. Programs discussed were the Adult Tutoring Program and the Laptop Technology Program. The new 2011 Where to Find Tutoring Help brochure has been distributed. MPL will offer referral based tutor help service to meet the needs of the community. With Federal Stimulus funding, Atkinson, Center Street, Forest Home, King, Villard, and Washington Park will staff Library Technology Specialists and circulate 240 new laptops for the laptop program beginning in June Discussion ensued regarding the Central Library entrance and how to make it more welcoming along with ways to attract and keep library patrons. Director Kiely stated that MPL will engage in a strategic planning process in 2012 which will analyze issues and initiate creative ideas with consideration of the library s vision and mission. Informational item. 2. Committee Goals. President Hamilton summarized the goals of the five Board Committees. The Executive Committee members agreed that there is good committee structure. As chair of the ad hoc Bylaws Committee, Trustee Prince will be consulted on a recommended change in the wording under the Services and Programs Committee. Trustee Riemer reminded Director Kiely that two Board Committees may meet on one item if there is a crossover of responsibility. Informational item. 3. Board Development and Retreat. Director Kiely said that recently there was support of the MPL Board attending a retreat. The Board members would meet off-site with a facilitator for group development which would provide an opportunity to connect before the strategic planning process. The Committee affirmed the idea of a MPL Board retreat. Informational item. The meeting of the library Board s Executive Committee was adjourned at 5:15 p.m. on Wednesday May 11, 2011.

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37 Date: May 17, 2011 To: Milwaukee Public Library Board of Trustees From: Paula A. Kiely, Director Re: Request to accept Loan of Wishes in the Wind The Library Board of Trustees is being asked to accept the loan of a painting for display at the Central Library. Painting: Wishes in the Wind (2010) by David Lenz (1962-, Milwaukee, WI) Approximately 30 x 60 Oil on Canvas Location: Currently held at the Wisconsin Executive Residence. Proposed location is first floor of Central Library. Background: 1. In 2005, the Wisconsin Executive Residence Foundation began commissioning works of art for the executive mansion in Madison. The project was funded by the Suzanne and Richard Pieper Family Foundation. The purpose of the project was to remind leaders of the people to whom they are responsible, since it is they who have to live with the decisions made by those holding elected office. 2. Mr. Lenz is a nationally recognized American painter from Milwaukee who won a national award from the National Portrait Gallery in Washington, D.C., which resulted in a commission to paint a portrait of Eunice Kennedy Shriver, founder of the Special Olympics. Due to this commission, completion of the painting for the Executive Residence was delayed and not completed until In November of 2010, Wishes in the Wind was hung above the fireplace mantle in the Executive Residence during a ceremony. The Milwaukee Journal Sentinel published a story about the painting and event. 814 W. Wisconsin Ave. Milwaukee, WI

38 Page 2 Request to accept Loan of Wishes in the Wind 4. In early March of 2011, I received a call from First Lady Tonette Walker in regard to the David Lenz painting. The painting, which had been on display in the Governor s residence, was being replaced by another painting. At the suggestion of the owner of the painting, Mrs. Walker offered to loan the painting to the Milwaukee Public Library for public display. 5. In April, after consulting with someone knowledgeable about this painting and the work of Mr. Lenz, I sent a written acknowledgement of the offer to Mrs. Walker with a list of questions about the terms and conditions of the loan. 6. In May, I received a phone call from an assistant to Mrs. Walker with the answers to my questions. The agreement for the painting stipulated that if the painting was removed from the Residence, it would be returned to the owner for placement at his discretion. The owner is supportive of the painting being displayed at the Central Library on the first floor. Other Information: 1. Should the Library accept the loan, it will be responsible for insurance. At the time of writing this memo, we are working with the City Attorney s office on this question. 2. Another painting by David Lenz has been bequeathed to the Library from a donor. When that painting comes to the Library it will be on display on the second floor balcony. Recommendation: After consulting with several people close to the artist and to this painting, it is clearly disappointing that the painting will not hang in the State Capital as originally planned. However, if the painting must be relocated, it would be an honor to provide the new venue at the Central Library. Over 700,000 people walk through the doors of Central Library annually. Each one of them would have the opportunity to enjoy this work of art. In addition, the painting could attract a new audience to MPL. For these reasons, I recommend accepting the offer to display Wishes in the Wind on the first floor of the Central Library and to purchase the necessary insurance and sign an agreement with the owner specifying details of the loan. Attachment

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44 MILWAUKEE PUBLIC LIBRARY BOARD OF TRUSTEES COMMITTEES FINANCE & PERSONNEL COMMITTEE Theo Lipscomb, Chairperson vacant, Vice-Chair Nik Kovac Joan Prince David Riemer LIBRARY BUILDING & DEVELOPMENT COMMITTEE John Gurda, Chairperson Milele Coggs, Vice-Chair Sharon Cook Theo Lipscomb vacant LIBRARY SERVICES & PROGRAMS COMMITTEE Sharon Cook, Chairperson Denise Callaway, Vice-Chair Milele Coggs Art Harrington Marty Schreiber INNOVATION & STRATEGY COMMITTEE David Riemer, Chairperson Nik Kovac, Vice-Chair John Gurda Joan Prince Denise Callaway EXECUTIVE COMMITTEE President Ashanti Hamilton, Chairperson Vice Pres. John Gurda Financial Sec. Theo Lipscomb Past Pres. David Riemer May 2011 rev.