INDIANHEAD FEDERATED LIBRARY SYSTEM Board of Trustees March 28, 2018 M I N U T E S

Transcription

1 INDIANHEAD FEDERATED LIBRARY SYSTEM Board of Trustees March 28, 2018 M I N U T E S The Board of Trustees of the Indianhead Federated Library System met on Wednesday, March 28, 2018 at Indianhead Federated Library System, 1538 Truax Boulevard, Eau Claire, Wisconsin. Mike Norman called the meeting to order at 12:32 pm. QUORUM AND CERTIFICATION OF COMPLIANCE WITH OPEN MEETINGS LAW: Joanne Gardner established that a quorum was present and certified that the meeting had been properly noticed in compliance with the open meeting law. BOARD MEMBERS PRESENT: Judith Achterhof (St. Croix County); Anne Anderson (Pepin County); Jan Daus (Eau Claire County); Sue Duerkop (Polk County); Marilyn Holte (Chippewa County); Chuck Hull (Chippewa County); Mildred Larson (Eau Claire County); Lyle Lieffring (Rusk County); Robert Mercord (Pierce County); Michael Norman (Pierce County); Louie Okey (Barron County); Jackie Pavelski (Eau Claire County); Linda Thompson (Barron County); Jim Tripp (Dunn County); Pamela Westby for Robert Eierman (Resource Library) BOARD MEMBERS ABSENT: Mary Ellen Brue (St. Croix County); Pat Eggert (Dunn County); Dave Hardin (St. Croix County); Ron McLaughlin (Price County); Vacancy (Polk County). OTHERS PRESENT: John Thompson (Director); Juli Button (Business Manager); Joanne Gardner (Administrative Associate/Recorder); Joe Niese (Advisory Council of Librarians Representative from Chippewa County); Rebecca Kilde (PR & Communications Coordinator). APPROVE AGENDA: MOTION #09 (18) : To approve the March 28, 2018 Agenda as presented. Mercord/Okey PUBLIC COMMENTS: There were no public comments

2 ANNOUNCEMENTS/CORRESPONDENCE/INTRODUCTIONS: A card was passed around for Board members to sign to Mary Ellen Brue who was not in attendance today due to a back injury. IFLS received a letter from Kurt Kiefer, Assistant State Superintendent of Public Instruction. Norman read the letter to the Board. The letter included a personal note from Kiefer to Thompson thanking him for all he does for libraries. Pamela Westby, Director of the L.E. Phillips Memorial Public Library in Eau Claire was present in attendance for Robert Eierman. Joe Niese is the Advisory Council of Librarians representative from Chippewa County and will provide a brief oral report. The Board welcomed Anne Anderson from Stockholm, Wisconsin. Anderson will represent Pepin County on the IFLS Board. MINUTES: MOTION #10 (18) : To approve the Board of Trustees minutes dated January 24, 2018 (Doc. #007-18) Daus/Lieffring MOTION #11 (18) : To acknowledge receipt of the Advisory Council of Librarians minutes dated February 12, 2018 (Doc. #008-18) L. Thompson/Daus It was noted that reading the Advisory Council minutes is an excellent way to see what the libraries are doing as each county representative reports on libraries within their county. FINANCIAL REPORTS: MOTION #12 (18) : To approve the Check Register for December 2017 (#009-18) and January-February 2018 (#010-18). Daus/Holte The December Check Registers shows the Ecommerce payouts to the libraries for fines and fees paid by patrons with credit cards. MOTION #13 (18) : To approve the Financial Reports for December 2017 (#011-18) and January-February 2018 (#012-18). Okey/Holte Button gave a review of how the financials are presented for both IFLS and the MORE Shared System. There is almost $72,000 in IFLS uncommitted carryover funds into When budget revisions occur mid-year, these funds will be reallocated. MORE has almost $89,000 in uncommitted carryover funds into

3 Button noted that the Revenue and Expense Statements provides a comparison to the previous year. We are fairly consistent from year-to-year with the exception of new projects. The Statement of Profit & Loss Budget vs. Actual is helpful to review each meeting. IFLS INVESTMENT REPORT AND REVIEW OF INVESTMENT POLICY: Button noted that Interest Income as of the end of February is at $4, The budget for the year was set at $5,000. All funds are with the Select Investor Account except for about $100,000 with the Pooled Investment Fund (PIF). The Select Investor Account pays out.2 percent more than the PIF. MOTION #14 (18) : To approve the IFLS Investment Report and Review of the Investment Policy (#013-18). Duerkop/Daus DIRECTOR S REPORT OF AGENDA ITEMS AND MONTHLY ACTIVITIES: Last week, Somerset held their kickoff for the Fundraising Campaign. They hit the milliondollar mark with their goal being set at 2.5 million. A Challenge Grant was announced to match every dollar donated would be matched up to $350,000. Somerset is looking at adding 90,000 square feet. Thompson attend the New Richmond Library Board Meeting last night. Katie Marsh was hired as the Director and has been on board a couple of weeks. Amanda Brandt is the new director at Glenwood City. River Falls and Dresser currently have director openings. The Public Library System Redesign (PLSR) process is keeping Thompson busy. IFLS ANNUAL REPORT AND STATEMENT OF COMPLIANCE: Thompson noted that the Department of Public Instruction is understaffed this year. Last year, Board members may recall an received by all libraries and board presidents that DPI did not receive their annual reports on time. The package was tracked down 10 days later in the DPI mailroom. This year, the entire box of IFLS and 53-member library annual reports was lost and not received. Gardner made new copies of all the reports and sent them via UPS instead of the U.S. Postal Service. Thompson reviewed the IFLS Annual Report with the Board. Page 10 of the report includes checkboxes for System Membership. The only checkbox IFLS could not check was that we have two directors that are not certified. Both directors are interim directors, but they do not meet the minimum certification. These two libraries have not found a qualified candidate to do the job. Both interim directors are currently enrolled in the library program at Chippewa Valley Technical College. By the end of summer, they should have received enough credits for temporary certification

4 Achterhof inquired if other libraries are having problems with hiring qualified directors. Thompson s response is that it varies. It also presents issues with the rate of pay for some director positions; especially with the size of some communities to attract a director to move there. MOTION #15 (18) : To approve the IFLS Annual Report and Statement of Compliance (#015-18). L. Thompson/Daus Thompson noted that if needed, he will bring letters to bring the two libraries back into compliance at the May meeting. MEMBER LIBRARY COMPLIANCE ISSUES: SYSTEM EFFECTIVENESS STATEMENTS FROM MEMBER LIBRARIES: System Effectiveness Statements from Member Libraries was included in the meeting packet. There was 100% satisfaction from member libraries reported on Annual Reports. Several libraries provided positive comments which were provided in the Board meeting packet. ADVISORY COUNCIL REPORT: Joe Niese, Director of the Chippewa Falls Public Library is the Chippewa County representative on the IFLS Advisory Council of Librarians. Niese thanked the Board for having him report and for their commitment to libraries. Niese noted that going Fine Free has been a hot button issue lately. Over 12 libraries in IFLS are fine free or going fine free. Niese is a big proponent of it, yet is not sure when Chippewa Falls will make the transition. On April 9 th, IFLS libraries will be switching to Lending Library Rules. Niese noted that Roholt s report provided a brief explanation of this change. Fines would apply from where materials are picked up rather than the owning library. In May, IFLS libraries will add Local Priority for Holds. Thompson noted that the shift in hold priority should have limited impact. This change should diminish turnaround time and speed up the availability. The materials purchased would stay in the owning library for their patrons first. This change will be reevaluated in year and switching back can be revisited. Niese noted some highlights provided by member libraries as outlined in the minutes provided in the board meeting packet. Chippewa Falls made Adult Programming a priority again and found success with that. The library will start a seed library in the Spring. The library is focusing on outreach with pop-up libraries at the Riverfront Plaza and offers one-on-one tech help on Tuesdays. Niese was approached to digitize the Chippewa Herald for free to Newspaperarchives.com. Chippewa Herald will now be available within the library dating back to Niese has a book coming out in the Fall Gus Dorais: A Football Biography. The Board applauded Niese for his work and report

5 (Break 1:45-1:55 pm.) IFLS NAME CHANGE: Leah Langby and Rebecca Kilde were in attendance to speak to the proposal for an IFLS name change. Langby stated the reason for bringing this up again was partly due to a question asked of a librarian by an elder of the community. This is not the first time a librarian has been asked, so the thought was it was appropriate to readdress. The hope is to move forward with the approval for Langby and Kilde to move forward with a name change process. The last time it was discussed there was a lot of work put into the process. So therefore, having the approval for the process rather than actual name change. Indianhead has been problematic as people have approached us and was based on the region defined by business in the 1930 s and includes a stereotypical image of a geographical area in Wisconsin that depicts an Indian s head. Based on this stereotypical image and social science, the Tribal Council and Council of American Images are against mascots for sports teams. IFLS does not use the image, but the name refers to the image even though the Indianhead region is actually 20 counties. The IFLS region consists of 10 counties. Langby noted that a lot of work at the state level and within system and individual libraries has been addressing inclusiveness. It would be timely to put a new name on the same page with our efforts of inclusion. The current name is retro and libraries are forward-thinking and vibrant. We are not looking at a whole rebranding of the logo and font. Langby and Kilde have considered what would need to change and it would not be particularly insurmountable or expensive. Kilde addressed questions of what would need updating with a name change. They include the sign out in the boulevard, posters, checks, and letterhead. There may be some legal costs for contracts and federal papers. MOTION #16 (18) : To authorize the process of changing the system name. L. Thompson/Holte Langby and Kilde hope to provide an update or proposal for the May meeting. They will also discuss branding. If Board members want to be involved in the process, let Langby know LONG RANGE PLANNING PROCESS: This year IFLS is scheduled to conduct a more involved planning event. The Advisory Council has created a subcommittee to create a planning process. The Council thought a facilitated discussion would be best due to so many new directors. The subcommittee is working to have a planning process ready by September

6 PUBLIC LIBRARY SYSTEM REDESIGN (PLSR) UPDATE: The Public Library System Redesign (PLSR) workgroups are finalizing their recommendation reports that will be released on April 2, A public comment period on the workgroup report will be open between April 2 23 through an online form that will be on the PLSR website. Ten Core Recommendation Collaborators (CRC) have been selected by the Steering Committee to assist with developing their recommendation report. Hollis Helmeci (Ladysmith) and Amy Stormberg (Amery) are on the CRC committee. There will be a conversation with the facilitators (Russell Consulting, Inc. (RCI) and the Steering Committee on April 27 th to come up with the preliminary recommendation. There will be a report out and another time provided for feedback and Q&A in late June. In July, there will be a summit to finalize the structure and framework recommendations. This summit will include members of the Steering Committee, the CRC, ten staff from DPI, and summit participants. For the summit participants, they are trying to find folks not employed by systems or libraries. There are two from library schools, a library consultant that works with an architect firm, and IFLS Trustee Jim Tripp. Pamela Westby, Director of the L.E. Phillips Memorial Public Library in Eau Claire and Maureen Welch of IFLS will participate in the summit as well. The workgroup report is approximately 150 pages plus appendices. All individual workgroup reports are included and available as separate reports as well. The feedback form is categorized by workgroups allowing comments per topic area. Feedback will be shared with the CRC and Steering Committee. Russell Consulting, Inc. administered a survey to each public library. 282 of the 383 libraries completed the survey. The survey information will be presented at the Wisconsin Association of Public Libraries (WAPL) conference. Work is also being done on toolkits to share out with library directors in early April. Thompson is hopeful that the final report by August and handed off to the State Superintendent of Public Instruction. PERSONNEL COMMITTEE REPORT: The Personnel Committee met this morning and appointed Sue Duerkop as Chair. The committee discussed the process for the Director Evaluation to be used in In 2017, a formal survey was sent to all library directors via Survey Monkey. There was not a formal evaluation of Staff nor Board members. This year, the committee plans to send a formal evaluation to Staff and Board members via Survey Monkey. An informal will be sent to library directors and invite them to contact the Chair to discuss concerns/issues. The committee will also meet with the Director to discuss the survey results and his accountabilities

7 IFLS IN-DEPTH STAFF REPORT: Rebecca Kilde was present for an in-depth staff report. Kilde noted that the federal fiscal year budget just passed and included significant increases and wins for libraries. She thanked the Board for all the work they do. The new District 10 State Senator, Patty Schachtner is interested in visiting some libraries, so Kilde is setting up some listening sessions in April/May. Kilde couldn t attend Library Legislative Day due to the weather conditions. Kilde is working with Osceola Public Library to create some graphic and branding elements that will focus their mission and message. The IFLS 40 th Anniversary Celebration will be held on April 5 th. IFLS Director, John Thompson, will be one of the competitors in a battle deck competition (improvisational presentation using mystery slides). The celebration will also include music from a UW-EC jazz quintet, trivia, awards, and food. Registration is open through the end of the day. Kilde will provide an electronic map to the River Prairie Event Center. ADJOURNMENT: Motion to adjourn at 2:45 pm by Lieffring/Pavelski Joanne Gardner, Recorder/Administrative Associate These minutes of the Board of Trustees are approved: Presiding Officer as printed. with corrections noted. Dated - 7 -