New London Public Library

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1 New London Public Library 406 South Pearl Street New London, Wisconsin FAX The regular meeting of the New London Public Library and Museum Board will be held on Monday, September 17, 2018 at 5:00 p.m. in the meeting room of the New London Public Library THIS MEETING AND ALL OTHER MEETINGS OF THIS COMMITTEE ARE OPEN TO THE PUBLIC. PROPER NOTICE HAS BEEN POSTED AND GIVEN TO THE PRESS IN ACCORDANCE WITH WIS. STATUTES SO THE CITIZENRY MAY BE AWARE OF THE TIME, PLACE AND AGENDA OF THE MEETING. The agenda will read as follows: Roll call of members Public Comment Approval of minutes from August 20 Action on bills to be paid Museum director s report Library director s report Unfinished business Discussion/Action 1. Fundraising update 2. Development Discussion/Financing Options New business Discussion/Action Budget approval 2. Days Closed Museum Expansion and Operations 4. Closed session per 19.85(l)(c), Wis. Stats., to consider employment, promotion, compensation, or performance evaluation of library director 5. Return to open session, action on above, if any 6. Adjourn It is the policy of the City of New London to comply in good faith with all applicable regulations, guidelines, etc. put forth in the Americans with Disabilities Act (ADA). To that end, it is the City's intent to provide equal opportunity for everyone to participate in all programs and/or services offered, to attend every public meeting scheduled, and to utilize all public facilities available. Any person(s) in need of an alternative format (i.e. larger print, audio tapes, Braille, readers, interpreters, amplifiers, transcription) regarding information disseminated by the City of New London should notify the City 48 hours prior to a meeting, etc., or allow 48 hours after a request for a copy of brochures, notices, etc. for delivery of that alternative format. Contact ADA coordinators Paul Hanlon or Chad Hoerth by telephone through: (711 Relay Wisconsin) or (Voice) 920/ and in person/letter at 215 N. Shawano Street, New London, WI

2 New London Library and Museum Board of Director s Regular Meeting- August 2018 Ron Steinhorst called the regular meeting to order at 5:00 p.m. Present: Chris Bermann, Ginny Schlais, Betty Roberts, Judy McDaniel, Bill Flease, Library Director - Ann Hunt, Museum Director Christine Cross. Excused: Mary Dickrell. Public Comment Friends of the Museum Mike Huzzar presented a letter from the Friends of the Museum Board members asking for more open dialog between the Library/Museum Board and the Friends of the Museum. Library/Museum Board President Ron Steinhorst noted that any concerns the Friends of the Museum may have could be added to the agenda by contacting him, Library Director Ann Hunt, or Museum Director Christine Cross. The Library/Museum Board could then discuss any concerns during the meeting. Motion was made by Bermann/McDaniel to accept the minutes of the July 16, 2018, meeting. Motion carried. Motion made by Bermann/Schlais to approve the August financial reports for the New London Public Library bills amounting to $3, and the New London Public Museum bills amounting to $ Library income for the month of August is $ and the museum income for the month of August is $ Motion carried. Museum Director s Report See attached report. Library Director s Report See attached report. Unfinished Business Discussion/Action 1. Fundraising Update: There will be a meeting of the Fundraising Exploratory Committee on Wednesday August 22, 2018, to go over any changes required on the letter that will go out to the fund raising companies. Ann has identified about 7 firms that will receive the letter by . Interview date for the chosen firms (2 or 3) will be around September 7, Development Discussion/Financing Options: There will be a meeting on August 27 th with Randy Stadtmueller, Dave Morack, Gary Henke, Kent Hager, Judy Radtke, and Phil Cossen to discuss options regarding financing of the new library building. RDA (Redevelopment Agency) funds may be available for use. Funding discussed at the meeting on the 27 th will be presented to the Economic Development Committee meeting on August 28 th. New Business Discussion/Action 1. Budget Committee: Chris Bermann and Betty Roberts will help Ann and Christine with the 2019 budget on August 29, Building Issues: a. Water is leaking into Museum storage around the air conditioning units outside the building. Artifacts have been removed to storage at Hilker Warehousing and will remain there until the water problem has been solved. The downspout located by the air conditioning units has been extended and some regrading of the slope in that area was done. The next big rainfall will determine if this solution has worked.

3 b. The sewer has backed up again in the basement of the library. This happens at least once a year and may be caused by a hard right turn in the pipe which leads from the old bathroom in the Carnegie building to the new ones in the addition. Ann has contacted two plumbers for estimates to fix the problem permanently. 3. Annual Evaluations of Directors: The Board has not done an evaluation of the Library and Museum Directors for some time. Ann will be evaluated in September and Christine in October. Adjourn Motion by Bermann/Roberts to adjourn. Motion carried. Meeting adjourned at 5:57 p.m. Respectfully submitted, Betty Roberts

4 Museum Finance Report for September 17, 2018 Board Meeting EXPENDITURES Sept Detail ADVERTSING $ Fox Cities SPECIAL PROGRAMS-EDUCATION $ Amazon Rock corner SPECIAL PROGRAMS-EXHIBITS $ Bubble window Total $ 95.36

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6 FINANCIAL REPORT September 2018 BUSINESS LINE ITEM AMOUNT SUBTOTAL Minnesota Library Assoc 219 Meetings $ Baker and Taylor 247 Books $ Harlequin 247 Books $ Ingram 247 Books $ 1, Penworthy 247 Books $ 1, $ 3, Culligan 249 Supplies $ OWLS 249 Supplies $ New London Building 283 Build Maint $ Valley Pest 283 Build Maint $ Festival Foods 288 Programs $ Jacobs, Dennis 288 Programs $ Kamholz, Debra 288 Programs $ 7.34 MBM 326 Copy Mach. $ OWLS 352 Cat. Maint $ 18, Interim Bills Walmart 245 Audiovisual $ Total $ 22, Income Copy Machine $ Printing $ Fines/Fees $ OWLs $ 105, Grand Total $ 23, Staskals (Bob McCoy Mem) $ Total $ 105,935.25

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8 New London Public Museum Monthly report for the September 17, 2018 Board meeting August 2018 Attendance: 452 August 2017 Attendance: 377 Adults: 165 Teens: 46 Children: 230 Events: 11 The purpose of the New London Public Museum is to preserve and promote our community s natural, native and historical culture for the benefit of the public. Programs The new Curiosity Corner: Rocks opened on Sept. 12 The October 20 vintage movie will be Frankenstein with Boris Karloff. We are collaborating with some of our local businesses on a Girl s Getaway weekend March 30-31, This will be done in conjunction with one of our vintage movies next year. Administration The staff has been working on 2019 programming Christine will submit the 2019 budget Respectfully submitted by: Christine Cross Director Alice Gilman Assistant Director

9 Library Director's Report September, 2018 Aug 2018 Attend: 5,616 YTD: 45,774 Aug 2017 Attend: 5,874 YTD: 47,647 Aug 2018 Circ: 8,702 YTD: 64,806 Aug 2017 Circ: 8,976 YTD: 74,630 Wireless Statistics: 925 YTD 7,135 Computer Use 1,685 YTD 13,114 Ebooks 461 YTD 2,637 E Audiobooks 129 YTD 1,286 Development There was a second meeting with Randy, Horizon, Phil Cossen, city officials and others to discuss financing options for the library and development. We will discuss this further at the meeting on Monday. Fundraising We sent out our letter to nine consulting firms. We had some questions from a couple firms and one has already submitted a proposal. The proposals are due on Friday September 14. If we receive more than four we will be meeting on Monday before the board meeting to discuss them and narrow the choices to be interviewed. Programs Chad Lewis had 53 people attend to hear him talk about the Haunted Midwest. They really enjoyed the program. Our cement leaf program has all three sessions filled, that is 45 people. A program we should have again. Upcoming programs include, etched in stone which will explore the hidden meanings of the carvings that decorate our ancestors' gravestones. Hurry to sign up for that one as we have 30 already registered. The children s departmet had 22 kids learn how to make ice cream. Upcoming for them is a Ninjago night and making slime. Respectfully submitted, Ann Hunt Ann Hunt, Director

10 CITY OF NEW LONDON DEPARTMENT REQUESTED BUDGET AS OF JUNE 30, GENERAL FUND MUSEUM EXPENDITURES CURRENT Y-T-D REQUESTED ACTUAL ACTUAL ACTUAL ACTUAL BUDGET ACTUAL BUDGET SALARIES 43,817 44,694 45,588 46,727 48,173 24,087 49, WAGES 17,152 18,531 22,648 24,365 20,148 9,476 20, BUILDING AND GROUND WAGES 4,396 4,500 4,590 4,705 4,800-4, LONGEVITY FRINGE BENEFITS 14,149 14,124 14,286 13,628 13,171 15,703 31, POSTAGE DUES AND SUBSCRIPTIONS PUBLICATIONS ADVERTSING 2,156 2,209 2,157 2,614 2,300 1,294 2, MEETINGS AND MILEAGE 1, , , HEATING 2,181 1,381 1,247 1,342 2, , TELEPHONE INSURANCE DEPARTMENTAL SUPPLIES 2,673 2,124 1,581 1,487 1, , CURATORAL SUPPLIES 1,266 1,509 1, BUILDING MAINTENACE , SPECIAL PROGRAMS 2,828 3,705 3,078 6,982 2, , SPECIAL PROGRAMS - EXHIBIT 3,148 2,723 1,586 3,345 1, , TRUST FUND EXPENSE GRANT REIMB EXPENSES - 1, , TOTAL MUSEUM 97, , , , ,447 55, ,618

11 CITY OF NEW LONDON DEPARTMENT REQUESTED BUDGET AS OF JUNE 30, GENERAL FUND LIBRARY EXPENDITURES CURRENT Y-T-D REQUESTED ACTUAL ACTUAL ACTUAL BUDGET ACTUAL BUDGET SALARIES 185, , , ,660 98, , % increase WAGES 49,751 49,555 49,942 58,300 22,138 59, a person increase BUILDING AND GROUND WAG 27,148 27,691 28,383 28,951-29, % increase PARK DEPARTMENT WAGES 1,156 1,179 1,208 1,232-1, % increase OVERTIME - 2,491 5,668 5,980 2,983 6, %increase LONGEVITY 2,300 1,800 1,950 2,350 2,350 2,550 4 people 50 year FRINGE BENEFITS 74,413 73,144 94,895 92,091 55, ,650 add a family insurance POSTAGE DUES AND SUBSCRIPTIONS COMPUTER MAINTENANCE & MEETINGS AND MILEAGE 2,334 3,172 3,197 3, , HEATING 2,676 2,571 2,172 4,000 1,485 4, TELEPHONE , , ELECTRIC, WATER, & SEWER 12,286 11,841 12,382 13,500 5,037 13, INSURANCE 4,026 4,026 4,026 4,026-4, PERIODICALS 2,619 2,946 3,106 3, , MICROFILM AUDIO/VISUAL 11,859 12,469 11,313 12,500 3,530 12, BOOKS 37,941 33,496 38,736 38,200 13,919 38, DEPARTMENTAL SUPPLIES 3,892 4,078 3,839 4,100 1,928 4, CONSULTANT BUILDING MAINTENANCE 9,070 5,314 6,716 5,189 2,919 6,300 increase pay for mats MICROFILM MAINTENANCE SPECIAL PROGRAMS 2,649 2,991 2,909 3,000 1,491 3, SUNDRY TRUST FUND EXPENSE , COPY MACHINE 1,420 1,938 2, CATALOG MAINTENANCE 18,304 18,487 18,487 18,525-18,616 increase in fees TOTAL LIBRARY 453, , , , , ,710

12 2019 Days Closed Jan. 1 May 27 July 4 Sept. 2 Nov. 28 Dec Dec. 31 Activities January Jan. 26 New Year s Day Memorial Day Fourth of July Labor Day Thanksgiving Day Christmas Eve and Christmas Day New Year s Eve Last day Star Wars exhibit February Feb. 9 Feb.-Aug. Feb. 18-May 18 March Mar Mar. 7pm Grand Ole Night at the Movies Vintage Movie Night at the Grand New Curiosity Corner Women s Fashion exhibit opens Girlfriends Weekend/Vintage Movie FNLPM annual meeting April June Apr. 20 June 10-Nov. 9 June 4-Aug. 6 Earth Day/Bird Day crafts Rocks exhibit Summer Crafts (Tuesdays in the corner, self-guided) August Aug. 8 September Sept. October Oct. Oct. 29 November Nov. 25 Nov. 28 Nov. 30 Nov. 25-Jan. December Dec. 14 Dec Dec. 28 Historic Games on the Green 10:00am-11:30pm New Curiosity Corner 7pm Grand Ole Night at the Movies Vintage Movie Night at the Grand Halloween craft Christmas exhibit Closed Thanksgiving Day Holiday craft Mr. Beachkofski s Santas in Hall cases 7pm Grand Ole Night at the Movies Vintage Movie Night at the Grand Closed Christmas Christmas break craft

13 2019 Closed Days Library January 1 April 21 May 27 July 4 September 2 November 28 December December 31 New Year s Day Easter Sunday Memorial Day Fourth of July Labor Day Thanksgiving Day Christmas Eve and Day New Year s Eve

14 Budget concerns The operational expenses of the museum will increase by at least $54,000. This minimum increase does not include any increases to staff or programmatic spending. There are two options to cover the increase: 1. Fundraise to create an endowment of at least $1.5 million. The interest on this endowment would cover the minimal gap in operational expenses. 2. Through a referendum vote, ask the citizens of New London to increase their tax levy to cover the operation increase plus an extra $100,000 to reimburse the city for the lost budget restraint bonus. If these fail, the museum will not be able to operate in this building. Building Usage Although the museum s collection is large enough to expand exhibits, we only have the cases currently in the museum to use, excluding the display cases that are set into the walls. It is anticipated that most of the Carnegie library will not be utilized by the museum and the lower level of the museum would not be open to the public, except for the restrooms. This means that we will be paying utilities on a building that we will only be using less than half of on a daily basis. Other options have been explored or thought of including: renting out the excess space to a business, renting out the space as a community room or meeting area, sharing the space with another city department, approaching the school district to see if they could use the space. All of these options have pros and cons. Staffing Concerns Currently the museum has one staff person working full time and two staff working part time. The part time hours total 33 per week. The museum is open 35 hours per week in the summer and 38 hours during the school year. It would be unsafe to have only one staff person working in the building when it is open to the public. It would also not be practicable to close the building every time the single staff person needed to use the restroom or get their lunch. (This is the protocol now as it is unwise to have visitors in the museum without staff supervision.) The hours of operation also could not be covered when the full-time person is on vacation. Volunteerism is changing and we would not be able to rely on volunteers helping on a consistent basis to make sure there were two people in the building when it is open to the public.