LIBRARY BOARD MEETING AT CLINTONVILLE PUBLIC LIBRARY 75 Hemlock St., Clintonville, WI :00 PM THURSDAY JULY 14, 2016.

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1 CLINTONVILLE PUBLIC LIBRARY LIBRARY BOARD MEETING AT CLINTONVILLE PUBLIC LIBRARY 75 Hemlock St., Clintonville, WI :00 PM THURSDAY JULY 14, 2016 July 8, 2016 Jerald Schoenike Donna Lederer Virginia Federwitz Mike Hankins Mandy Hill Lynne Simpson Sara Mullen-Hornung Agenda 1. Call to Order; Roll Call 2. Approval of Agenda 3. Citizens Forum 4. Approval of Minutes from June 21, Approval of June Financial and Special Accounts Reports 6. Approval of July 2016 bills 7. Discussion of Librarian s Report 8. Friends of the Library Report 9. Reinvest Billings CD 10. Library Tour 11. Meeting Room Policy 12. Adjourn into closed session pursuant to Wis. State Stats (1)(c) Considering employment, promotion, compensation, or performance evaluation data of any public employee over which the governmental body has jurisdiction or exercises responsibility/a) Director s Performance Evaluation; B) Library Assistant & Youth Services Librarian positions/reconvene into open session for possible action. 13. Set Next Meeting Day and Time 14. Adjourn JS/jh Posted: Clintonville City Hall, Clintonville Public Library, Community Center Please note, upon reasonable notice, efforts will be made to accommodate the needs of disabled individuals through appropriate aids and services. For additional information or to request this service, contact Clintonville Public Library at cpl@mail.owls.lib.wi.us

2 CLINTONVILLE PUBLIC LIBRARY AGENDA INFORMATION July 8 Reinvest Billings CD Included in your packet are the quote for the sign and the invoice for the work related to the installation by Krueger s. I will have either an invoice or at least the amount for the work done to clear the corner and plant grass by Public Works. Library Tour Discussion on tour of the Sheboygan Falls Memorial Library. Meeting Room Policy In your packet is a revised copy of the policy. From investigating policies from other libraries, there are a few questions to consider in revising parts of the policy. What is the age required to use the meeting room? o Kenosha: Students wishing to use study rooms must at least be in the 9 th grade. o Madison: Reservations may be made by library card holders aged 12 or older. For card holders below age 12, parent or guardian must make reservation and be in room while in use. Do we want to allow use of meeting room by for-profit organizations and/or social gatherings? Should we charge for use of room, and if so how much? o Manitowoc: 1-4 hours=$30; 4-8=$60; 8+=$100 o Shawano: up to 3 hours=$20; 4+=$40 Closed Session We will be discussing my evaluation which Jerry discussed with me on June 22. Also we will be discussing Ashley s salary and Diane s future plans. 2

3 Clintonville, Wisconsin June 21, 2016 The regular meeting of the Clintonville Library Board was called to order by President Jerald Schoenike at 4:14 p.m. in accordance with Wisconsin Open Meeting Laws and ADA requirements. The following members responded to roll call: Donna Lederer, Virginia Federwitz, Jerald Schoenike, Lynne Simpson, and Sara Mullen-Hornung. Absent: Mike Hankins. Others present: Director Jamie Hein. Moved by Simpson, seconded by Mullen-Hornung to approve the agenda as printed. Motion carried unanimously. Citizens Forum: No citizens present Moved by Lederer, seconded by Simpson to approve the minutes of the May 26, 2016 regular meeting as printed. Motion carried unanimously. Moved by Schoenike, seconded by Simpson to approve the May Financial Report and Special Accounts Report as printed. Roll call vote was taken. Motion carried unanimously. Moved by Lederer, second by Mullen-Hornung to approve the total June expenses, including salaries, in the amount of $26, Roll call vote was taken. Motion carried unanimously. The Librarian s Report was discussed and ordered filed. The Board requested the Director to list all goals monthly even if no progress was made in that particular goal area. BUSINESS Friends of the Library Report No representative from the Friends of the Library was present to give a report. Election of Vice President Moved by Federwitz, seconded by Mullen-Hornung to have Lynne Simpson serve as vice-president of the Board. Motion carried unanimously. School Representative According to the Library Board statutes, the school superintendent should be on the Library Board. Due to time constraints the superintendent has not been able to attend meetings and has sent a representative in his place. The Board would request that he appoint a knowledgeable experienced school employee to serve on the Board. Billings CD No action was taken at this meeting. The Board will wait to see the final cost of the sign, its installation, and the city cost of clearing the corner. Library Expansion Discussion The Board decided to tour the Sheboygan Falls Library either the 8 th or the 13 th of July. 3

4 Personnel Policies Timekeeping/Payroll, Residency Requirement, Holidays Moved by Simpson, seconded by Lederer to approve the updated policies that reflect current practices. Motion carried unanimously. Meeting Room Policy Director Hein has found the current policy to be too restrictive for worthwhile groups to be using the meeting room. The Board will further review the policy at the July meeting. Next Meeting Time and Date The Board will move its meeting time to the second Thursday of the month. Moved by Lederer, seconded by Simpson to set the next meeting for Thursday, July 14 th at 4:00 p.m. Motion carried unanimously. Brochures were distributed for Trustee Training sessions in August. Moved by Lederer, seconded by Mullen-Hornung to adjourn at 5:15 p.m. Motion carried unanimously. Respectfully submitted, Approved Virginia Federwitz, Secretary 4

5 CLINTONVILLE PUBLIC LIBRARY FINANCIAL STATEMENT JUNE /8/2016 EXPENDITURES to date June ACCOUNT ACCT DESCRIPTION JUNE YTD BUDGET BALANCE % SPENT % SPENT SALARIES - STAFF 13, , , , % 44% JANITOR SALARIES 1, , , , % 31% EMPLOYEE BENEFITS 4, , , , % 44% TOTAL SALARIES 19, , , , % 43% COMPUTER EXPENSES 27, , ,00 1, % 98% TELEPHONE SERVICE , ,60 1, % 52% GAS , ,00 4, % 51% WATER AND ELECTRICITY 1, , ,70 7, % 40% POSTAGE , , % 88% COPIES , , % 37% STAFF DEVELOPMENT 1 1, ,00 3, % 1% MAINTENANCE SUPPLIES ,00 2, % 61% OFFICE SUPPLIES , , % 73% SUBSCRIPTIONS & PERIODICALS , ,00 1, % 90% PUBLICITY (248.70) 0% 0% BOOKS - ADULT 1, , , , % 48% BOOKS - JUVENILE 1, , , , % 53% ebooks 1, , % 100% CHILDREN'S PROGRAMS , , % 88% FINE ARTS & AV - ADULT , ,20 1, % 65% FINE ARTS & AV - JUVENILE , ,20 4, % 33% OTHER OPERATING EXPENSES 1, , ,00 (64.35) 103% 310% BUILDING REPAIR/MAINTENANCE 3, ,00 11, % 51% INSURANCE ON BUILDINGS 2, , % 100% SUBTOTAL 34, , , , % 64% TOTAL OPERATING EXPENSES 53, , , , % 51% CAPITAL FUND COMPUTER & EQUIPMENT 5,00 5,00 0% 0% OFFICE FURNITURE & EQUIPMENT 0% 0% CAPITAL IMPROVEMENTS 22,10 22,10 0% 0% SUBTOTAL 27,10 27,10 0% 0% TOTAL EXPENDITURES 53, , , , % 50% REVENUE to date to date ACCOUNT ACCT DESCRIPTION JUNE YTD BUDGET BALANCE %REC'D %REC'D GENERAL PROPERTY TAXES 244, (244,691.00) 0% 0% OWLS SUPPORT 74, ,03 (106,837.00) 41% 47% LIBRARY FINES , ,00 (5,874.51) 35% 43% COPY MACHINE REVENUE , ,00 (940.48) 69% 71% INTEREST ON INVESTMENTS 0% 0% ERATE REIMBURSEMENT 1,68 (1,68) 0% 0% MISCELLANEOUS REVENUE 1, , % 0% SUBTOTAL , , (358,094.33) 19% 20% TOTAL REVENUE , , (358,094.33) 19% 19% 5

6 CLINTONVILLE PUBLIC LIBRARY SPECIAL ACCOUNTS REPORT AS OF JUNE 30, 2016 CURRENT INTEREST 12/31/ ACCOUNT DESCRIPTION JUNE BALANCE YTD BALANCE 204 FUND CARRYOVER FROM PREVIOUS YEAR 181, , EXCESS BUDGET REVENUE TOTAL 204 FUND BALANCE 181, , CURRENT INTEREST 12/31/ ACCOUNT DESCRIPTION JUNE BALANCE YTD BALANCE CDS Gift & Memorial CD due 8/16/16 First National Bank 0.95% Miller 1, , Gift & Memorial 12, , Gift & Memorial CD Balance 13, , Mantin Savings CD due 6/10/17 First National Bank 0.95% 11, , Combined CD due 1/03/17 at First National Bank 0.95% Thompson 11, , Schultz 30, , Mantin 11, , OES 11, , Combined CD Balance 65, , BILLINGS ESTATE DONATION CD due 1/19/17 First National Bank 1.10% 199, , Billings CD due 7/23/16 First National Bank 1.10% 2, , , Total Billings Estate Donation 2, , , SAVINGS ACCOUNT (Mantin Funds) at Fox Communities BALANCE - JANUARY 1 2, , INTEREST RECEIVED OTHER REVENUE SUBTOTAL , EXPENDITURES SAVINGS ACCOUNT BALANCE 2, , BANK BALANCE SUBTOTAL 501, , GIFT & MEMORIAL ACCOUNT BALANCE - JANUARY 1 23, , DONATIONS/CONTRIBUTIONS* 2, , SUBTOTAL 26, , EXPENDITURES** , SUBTOTAL 23, , TOTAL 805 FUND BALANCE 524, , GIFT & MEMORIAL ACCOUNT DETAIL *DONATIONS/CONTRIBUTIONS JUNE TOTAL DONATIONS **EXPENDITURES Quality Books, Inc. adult books TOTAL EXPENDITURES TOTAL 204 & 805 LIBRARY FUND BALANCE 706, ,

7 CLINTONVILLE PUBLIC LIBRARY MONTHLY REPORTS JULY 2016 DIRECTOR'S REPORT: Goal: Library Expansion/New Property Tour other libraries Library Tour We will be touring the Sheboygan Falls Memorial Library on July 13. The library is a 18,600 square foot building that is about the size if we added 3,000-4,000 to our building would be a similar size. Some things to look for are how is their children s area designed, do they have a designated Young Adult/Teen Space, what technology do they offer patrons to use in terms of hardware and software, and how much meeting space do they have and what does it get used for. Those are just a few things but can help us get a better idea of how we want to repurpose our current space and if added on what that space could be used for. Goal: Continuing Education Goal: Networking/Community Involvement Goal: Implement Ideas from Survey Goal: Services and Service Promotion Provide non-traditional items for checkout Backpack Program The Friends and I are beginning to work together on this project. The next meeting for the Friends will be July 20 and we will have a more thorough discussion at that time. Other Activities: School Representative In your packet is an official letter of appointment from Tom O Toole for appointing Mandy Hill to the Library board. Based on her experience and enthusiasm for libraries and literacy, she is an excellent for the Library board. Sign Training On June 23, I was able to get one-on-one training from Watchfire, the company that makes our message center sign. It was helpful and they were able to fix an issue I had with changing text and background colors. As some have seen, I changed the background to black and the text to yellow that will hopefully make it easier for people to read since there is more contrast between the text and background than before. I m slowly getting better at using it and hopefully it is helping with getting more patrons in the doors. Library garden 7

8 I ve been trying to find volunteers to help with maintenance of the library garden and I might be close to finding someone. The FFA or a local 4H chapter may be able to help. Once I m able to get someone to help, hopefully the garden will look even better than it does now. New staff member Allie Meyer has worked two weeks now and has been doing great. There is still a lot to learn and she is picking it up fast. Don t forget to say hi and introduce yourself when you get a chance! Interest Added For account of the Billings Estate Donation, there was $2, of interest added. For the Savings Account at Fox Communities Credit Union, there was $1.08 of interest added. Exam Proctoring I proctored two exams for a UW-Stevens Point student. YOUTH SERVICES LIBRARIAN'S REPORT: The Summer Reading Program started on June 3 and Diane has been busy with programs and activities. The first program was Jeff McMullen, a magician and juggler, on June 7. It was a great performance that the children and adults thoroughly enjoyed. There were 92 children and 21 adults in attendance. A group from Fond du Lac called the Cardinal Skippers did fancy jump rope demonstrations at the Longfellow gym on June 9. There were 85 children and 10 adults in attendance. Diane started her summer storytime sessions on Monday June 13. She has storytimes on Mondays and Tuesdays at the Library, and at summer school for Wednesdays. There was the first of three tournaments for Pokemon/Yu-Gi-Oh!/Magic: The Gathering on Monday June 20. These are trading card games where participants battle each other using various cards. There were 5 people in attendance. Makaya Schroeder is leading an Afternoon Art program on Tuesdays. It started on June 21 and there has been an overflowing number of children waiting to participate in the selected craft to create each week. Mandy Hill is leading a program called Story Sparks on Thursdays. It started on June 23 and has been well attended too. The weather hasn t been cooperating that last couple weeks though. On June 20, Diane showed the movie Zootopia, the latest Disney production. There were 28 children and 4 adults in attendance. ASSISTANT LIBRARIAN S REPORT: The past month has been very busy. Summer started off with a bang. Diane's summer programming has been keeping us all busy. 8

9 I completed a visual weeding of the Large Print section, as the books were getting very tight on the shelves. I have also had reports created to weed the adult fiction, audiobooks, DVDs, and paperbacks. These have been keeping me busy, as have the incoming materials to be cataloged and processed. 14 puzzles were checked out this month. UPCOMING WORKSHOPS, MEETINGS, & CLASSES: OWLS Automation Advisory Committee-July 15 at 9:30am in Appleton. Trustee Week-Online presentations at noon from August GIFTS AND MEMORIALS: None to report. 9

10 CLINTONVILLE PUBLIC LIBRARY month to date to date MONTHLY ACTIVITIES REPORT Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jun Days open DOOR COUNT Door count 7,141 6,840 5,430 7,354 7,104 8, ,896 42,329 42,091 88,699 93,262 94, ,923 Avg per day open CIRCULATION Circs 6,961 6,591 6,702 6,425 6,131 7, ,879 40,794 39,209 85,619 90,244 92, ,062 Renewals 1,818 1,900 1,952 1,856 1,793 1, ,494 10,803 8,955 19,610 19,856 18,209 18,161 Subtotal Circulation 8,779 8,491 8,654 8,281 7,924 9, ,373 51,597 48, , , , ,223 Avg circ per day open Overdrive-Audiobook Uses Overdrive-Ebook Uses ,483 1,504 2,705 1, Overdrive-Magazine Uses n/a n/a n/a Total Circulation 9,191 8,887 9,013 8,636 8,242 9, ,748 53,773 50, , , , ,647 INTERLIBRARY LOAN Total loaned 2,844 2,720 3,095 3,054 2,751 2, ,550 17,318 14,809 29,598 30,319 29,573 32,717 Total borrowed 2,068 2,076 2,157 2,019 2,092 1, ,798 12,221 10,960 23,524 25,129 24,458 26,606 Net , , ,097 3,849 6,074 5,190 5,115 6,111 REGISTERED BORROWERS 1st Q % 2nd Q % 3rd Q % 4th Q % Adult 4,176 67% 3,925 66% n/a n/a 3,925 4,326 4,722 4,897 4,897 4,862 Juvenile 2,071 33% 2,024 34% n/a n/a 2,024 2,032 2,175 2,224 2,224 2,228 Total borrowers 6,279 5,980 n/a n/a 5,980 6,390 6,923 7,121 7,121 7,090 Resident 3,263 52% 3,101 52% n/a n/a 3,101 3,218 3,470 3,541 3,541 3,526 Nonresident 3,016 48% 2,879 48% n/a n/a 2,879 3,172 3,453 3,580 3,580 3,564 PROGRAMMING Adult programs in library Attendance Adult outreach programs Attendance Teen programs in library Attendance Juvenile programs in library Attendance ,076 3,221 3,381 5,401 5,377 5,481 5,686 Juvenile outreach programs Attendance ,420 1,605 2,184 1,497 Total programs Total attendance , ,084 4,177 3,944 7,056 7,115 8,100 7,433 Meeting Rm (not lib pgrms) VOLUNTEERS Number Hours worked COMPUTER STATS Public Computer sessions ,913 4,203 8,843 10,532 12,454 13,718 In-Library Laptop sessions n/a Wireless sessions ,798 3,168 8,010 8,334 4,261 1,869 *Web site: *May 2011 changed to Google Analytics for website stats - new statistics are more reliable because they track actual visits and eliminate traffic from web crawlers like Google, Yahoo, Microsoft, and various spam In Library page views 1,786 1,756 1,723 1,577 1,629 1, ,730 10,076 9,741 18,358 24,471 25,990 31,425 Out of Library page views 1,812 1,487 1,706 1,584 1,827 1, ,249 9,689 7,870 15,948 21,036 19,682 49,012 Total page views 3,598 3,243 3,429 3,161 3,456 2, ,979 19,765 17,611 34,306 45,507 45,672 80,437 Facebook likes (previously users)

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14 CLINTONVILLE PUBLIC LIBRARY MEETING ROOM POLICY Prior Dates of Review and Approval: December 18, 1991, May 17, 1995, March 19, 2003, July 20, 2005, 17 January 2007, 21 February 2007 Date of Review & Approval: 19 May 2011 Purpose The library meeting room is available for use by educational, cultural, civic and nonprofit groups as long as this use does not interfere with the normal functions and regular programs of the library. 1. The meeting room will be made available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use. Meetings are scheduled on a first come first served basis. It is understood that library programming will have first priority in room use. 2. The room may be reserved no more than sixty (60) days in advance, and no single group may have more than three (3) meetings reserved in advance. To ensure equitable access, organizations and individuals are limited to using the meeting room for no more than four hours per day and no more than one reservation (day) per week. Regular monthly, weekly, or daily meetings are not permitted. Exceptions are meetings that are sponsored by the library and those offered by the City of Clintonville which receive priority in scheduling. If a Library or City event conflicts with another reservation, the group will be contacted as soon as possible. 2. The maximum period of time during which a group may schedule a meeting room on a reoccurring basis is six months depending upon library planning needs as determined by the Director. To be fair to all, we reserve the right to limit groups to one meeting per month. Meetings that are sponsored by the Library and those offered by the City of Clintonville receive priority in scheduling. If a Library or City event conflicts with another reservation, the group will be contacted as soon as possible. Formatted: List Paragraph, No bullets or numbering 3. The meeting room may be used for: a. Meetings which are open to the public; b. Public lectures, panel discussions, film and slide presentations, group discussions, workshops, and other similar functions; c. Organizations or individuals engaged in educational, cultural, intellectual, governmental or charitable activities. 4. The meeting room shall not be used for: a. Any purpose which interferes with the normal operation of the library. b. Programs involving the sale, advertising or promotion of commercial products or services. c. Personal, company, or family parties. 5. The room shall be used during regular library hours only. If groups meet beyond regular library hours, they shall be charged $35 per hour or fraction thereof.

15 6. No meetings shall be scheduled unless they are finished 15 minutes before the library closes. All group members shall be out of the building at closing time. If groups meet beyond regular library hours, they shall be charged $35 per hour or fraction thereof. 7.6.An authorized member of the group must sign the Meeting Room Request Form. By signing that form, the applicant agrees that: a. S/he has read the Rules and Regulations for the Library Meeting Room and understands them. b. S/he understands that any failure to abide by these regulations will cause a forfeiture of rights to use the room for one year. c. S/he accepts the financial responsibility for any and all damage caused to the building or equipment beyond normal wear. 8.7.If the room is to be used by children or young adults, an adult shall make the reservation and be responsible under the same Rules and Regulations as apply to adult use. 9.8.Meeting room reservations will be confirmed when a signed Meeting Room Request Form is received and approved by the library during normal business hours There shall be no posters, signs, etc. attached to the walls, curtains, folding doors or any other parts of the building It shall be the responsibility of the user to arrange the furniture to its liking, but after the meeting it must be returned to the original arrangement by closing time It shall be the responsibility of the user to leave the room clean and orderly including the removal of garbage. Garbage shall be removed from the premises and disposed of at home The meeting room includes a small refrigerator and counter. There shall be limited use of this facility. Refreshments shall be limited to coffee, tea, milk, and non-colored, non-alcoholic liquids. Simple foods may be served upon prior approval. Each group shall provide its own serving utensils and leave the serving area in a clean condition after its use.light refreshments may be served. Alcoholic beverages and smoking are prohibited. Exception: Events sponsored by the Friends of the Library may offer alcohol provided the proper permits and regulations are in order There should be no more than 40 people in half of the room. If the full room is used the maximum seating capacity is There shall be no alcoholic beverages or smoking in the building It is not the responsibility of the library staff to set up or operate any equipment used in the meeting room. Any presentations must comply with current

16 copyright laws. The Library is not responsible for any equipment, supplies, materials, clothing, or other items brought to the Library by any group or individual attending a meeting The fact that a group is permitted to meet at the Library does not in any way constitute an endorsement of the group s policies or beliefs by the Library staff or Board. Any advertisements inviting the public to a meeting at the library shall include the words, Use of a City of Clintonville facility by this organization constitutes neither approval nor endorsement of its products or services.

17 CLINTONVILLE PUBLIC LIBRARY 75 HEMLOCK STREET CLINTONVILLE, WI PHONE: FAX: MEETING ROOM REQUEST FORM Date wanted Expected attendance Program begins at and ends at Check one half room (maximum capacity 40) full room (maximum capacity 80) (available only by special request) Name of group Type of meeting Contact person s name Phone Address Snacks and/or beverages must be approved in advance. Please list all snacks or beverages you will be serving AGREEMENT Applicant agrees to abide by all regulations of the Clintonville Public Library regarding the use of facilities and accepts responsibility for any damage caused to the building or its equipment, other than normal wear. Applicant shall indemnify and hold harmless the Library Board, City of Clintonville, their agents, officers, employees and volunteers from any and all damage, or loss, or liability of any kind whatsoever occasioned upon and/or within the library premises, or ways or walks adjacent thereto, by reason of any bodily injury to, or death of, any person, or by reason of any injury to property of third persons occasioned by any act of omission, neglect, or wrong doing of the Applicant or any of his/her, and/or its officers, agents, representatives, assigns, guests, employees, invitees, or other persons admitted by the Applicant to the premises, and the Applicant will, by his/her, and/or its own cost and expense, defend and protect the Library Board, City of Clintonville, their agents, officers, employees and volunteers against any and all such claims or demands. The Library Board, City of Clintonville, their agents, officers, employees and volunteers are not responsible for loss of or damage to individual property while using the meeting room. Signature of Applicant Date