CITY OF WAUPACA WAUPACA AREA PUBLIC LIBRARY BOARD REGULAR MEETING TUESDAY, MAY 13, 2014 LIBRARY CONFERENCE ROOM 5:03 P.M. Present: Library Board Members John Ryan, President, Mary Trice, Julie Eiden, Connie Andraschko, Glenda Rhodes, Joe McClone, Ald. Jillian Petersen and Michelle Stiebs Absent: Todd Mallasch (excused) Also Present: Dominic Frandrup, Assistant Library Director CALL TO ORDER APPROVE THE AGENDA MOVED by Ms. Trice, SECONDED by Ald. Petersen to APPROVE Agenda. 8 ayes, 0 nays, 1 absent. MOTION CARRIED on a voice vote. John Ryan, Library Board President stated that this meeting and all other meetings of the Waupaca Area Public Library Board are open to the public. Proper notice has been posted and given to the press, in accordance with Wisconsin State Statutes so that the citizens may be aware of the time, place and agenda of this meeting. APPROVAL OF MINUTES FROM APRIL 8, 2014 MEETING MOVED by Ms. Stiebs, SECONDED by Mr. McClone to APPROVE the Minutes from the April 8, 2014 Library Board meeting as presented. 8 ayes, 0 nays, 1 absent. MOTION CARRIED on a voice vote. APPROVE MONTHLY BILLS FOR APRIL 2014 Approve bills totaling $81,468.24 & Personnel Costs of $ 43,276.30 Ms. Burington stated that the OWLS contract cost of $24,468.00 is included in the total bills amount. She also pointed out that one of the security cameras failed this month and that Josh Werner, IT-Communications Specialist replaced the camera which cost $1,649.95. She stated that $1,000.00 of the money came from the building budget and the remaining amount came from the technology budget. MOVED Ms. Eiden, SECONDED by Ms. Stiebs to APPROVE the Bills for April 2014 totaling $81,468.24 including Personnel Costs of $43,276.30. ON THE CALL OF THE ROLL Ald. Petersen, Ms. Rhodes, Ms. Stiebs, Mr. McClone, Ms. Trice, Ms. Andraschko, Ms. Eiden and Mr. Ryan voted aye, 0 nays, and 1 absent. MOTION CARRIED on a roll call vote. LIBRARY STATISTICS Mr. Ryan noted that there were reports for Fine Income, Copy Income and Meeting Room Income in their packets on page 18. Mr. Ryan noted that the copy income was high. Ms. Burington stated that the high volume was probably due to tax season and that people were using the color option.
Volunteer Hours Reference Transactions Library Visits and Internet Use Ms. Burington stated that the library is now tracking technology usage and will be able to report on those statistics next month. Interloan Chart Mr. Ryan stated that the interloan chart is on page 20 of the packet. Circulation Chart with Municipality Statistics Mr. Ryan stated that the circulation chart with municipality statistics is on page 21-22 of the packet. DIRECTOR S REPORT Ms. Peg Burington, Library Director stated she will be chairing an Adult Program Committee to help handle planning and the facilitation of the Adult Programming. Ms. Patsy Servey, Ms. Marcie Cook, Ms. Bridgett Ferkette, and one or two more members. Ms. Burington stated that they may need some additional part-time hours but will monitor closely. The committee will meet on a monthly basis and divide the work. Ms. Burington stated that there will be two staff tech play dates for next week to allow staff to learn more about devices to be better able to help patrons. Mr. Ryan asked about the no fines phone conversation. Ms. Burington stated that a PhD Student at Milwaukee is performing a research project regarding the elimination of fines in libraries. Ms. Burington stated that Ms. Sue Abrahamson is very interested in eliminating fines for children s materials. Ms. Abrahamson had asked to talk with libraries that had eliminated fines or were thinking about it. Ms. Burington stated that the Lomira Library Director had eliminated fines and found there was no discernible change in circulation or delinquency. Ms. Burington said that later a new director for Lomira had reinstated the fines and found again that there were no discernible changes. Ms. Burington stated that Neenah had no fines and trouble with returns of short loan and DVD items. She said when they added fines to short loan and DVD items, items were returned on time more often. Scandinavia only has fines on short loan and DVD items as well with no trouble getting items returned on time. ASSISTANT DIRECTOR S REPORT Mr. Frandrup stated that the library is doing great with web site. He stated that technology questions are being tracked this month and always take longer in assisting patrons due to equipment questions, email setup and other items. Mr. Frandrup stated that he met with Julie Eiden regarding Chromebook licensing, management and use by library patrons and is next on the project list. 2
Mr. Frandrup said that the RFID tagging process is moving along. He said that the library is waiting for one more piece of equipment before they will utilize the volunteers that are willing to help with the project. Mr. Frandrup stated that the new employees are Endeavor Achten and Hannah Mullet. He said they are currently in the process of training them to cover other staff who are leaving us this summer and for extra summer help. CHILDREN S DEPARTMENT REPORT Mr. Ryan stated that the Children s Department Report was on page 25-28 of the packet and includes the Teacher Response Surveys. Ms. Burington stated that there The Library Foundation met and agreed to fund the painting of a mural on the upper section of the northern wall in our department that is meant to compliment the cottonwood tree donated by Dragon Wings Bookstore. She stated that Mr. Russ Montgomery completed that trim painting last week. TEEN/SLAG REPORT Mr. Ryan stated that the Teen/SLAG Reports was located on page 29-30. The Teen/SLAG Reports were reviewed and placed on file. LIBRARY PERSONNEL COMMITTEE 1. Library Personnel Committee Minutes Mr. Ryan stated that the Library Personnel Committee met on May 6, 2014 at 4 p.m. and minutes included in the packet on page 31. MOVED by Ms. Stiebs, SECONDED by Ms. Trice to ACCEPT the May 6, 2014 Library Personnel Committee minutes. 8 ayes, 0 nays, 1 absent. MOTION CARRIED on a voice vote. 2. Adopt assessment procedure for Library Director Ms. Burington stated that there will be a special board meeting after the regular Library Board meeting on June 10, 2014 to discuss the questions for the board in closed session. Two other forms will be used which include the supervisor evaluation form to be distributed to direct reports by email (Youth Librarian and Assistant Director and the new Teen Librarian); and an assessment based on the job description to be completed by the Director and the Personnel Committee. 3. Schedule Personnel Committee Meeting 3
Ms. Burington stated that the next Personnel Committee meeting will be held June 10, 2014 after the regular Library Board meeting in closed session. LIBRARY POLICY COMMITTEE 1. Library Policy Committee Minutes Mr. Ryan stated that the Library Policy Committee met on May 6, 2014 at 5:15 p.m. and minutes included in the packet on page 41. MOVED by Ms. Andraschko, SECONDED by Ms. Stiebs to ACCEPT the May 6, 2014 Library Policy Committee minutes. 8 ayes, 0 nays, 1 absent. MOTION CARRIED on a voice vote. 2. Revised Circulation Policy Mr. John Ryan reviewed the Library Policy Committee agenda topics and was included in the packet. Ms. Burington stated that wording was made clearer without changing the policies, i.e., overdue fines to late fee. Ms. Burington stated that the wording in the Community Outreach and Public Relations was streamlined. MOVED by Ms. Trice, SECONDED by Ms. Rhodes to ACCEPT the revised Circulation Policy, Overdue Schedule, Equipment Use Policy, Computer and Internet Use Policy and Community Outreach Policy. 8 ayes, 0 nays, 1 absent. MOTION CARRIED on a voice vote. LIBRARY PLANNING COMMITTEE 1. Schedule Planning Committee Meeting for Five Year Plan The meeting was scheduled for May 28, 2014 at 5 p.m. 1. Chart of visits (to be distributed) 2. Exhibit Coordinator s Report EXHIBIT ROOM REPORT Tracy Behrendt, Exhibit Room Coordinator, stated that Youth Art Month did very well with over 2300 visitors and includes the first part of The Peeps Show with attendance being over 1000 visitors. She stated that there were 45 entries and each winner received a $10 Chamber of Commerce gift certificate. Ms. Behrendt said that The Peep Show will be probably be included in the 2015 schedule but will run for a shorter time. She stated that they adjusted the time due to the exhibition being the same night as the Winchester Academy. She said the exhibit ends May 23, 2014 and is the final spring exhibition. Ms. Behrendt stated that the new summer program entitle Fizz, Boom, Read! begins June 2, 2014 and ends August 2, 2014. She said the next program beginning August through September will be called Art Reclaimed or Art All Around Us will feature repurposed material or outdoor art. 4
Ms. Burington stated that the recycled art show would be a good way to use a maker space type program to involve kids and families as an idea. Ms. Behrendt talked about the possibility of a traveling exhibit called The Apron Chronicles coming to the library. The Exhibit Room Report was reviewed and placed on file. NOMINATIONS 1. President - Mr. John Ryan 2. Vice President Ms. Julie Eiden 3. Secretary/Treasurer Ms. Glenda Rhodes NEW BUSINESS ELECTION OF OFFICERS MOVED by Ms. Trice, SECONDED by Ms. Rhodes to ACCEPT Mr. John Ryan as President, Ms. Julie Eiden as Vice President and Ms. Glenda Rhodes as Secretary/Treasurer. 8 ayes, 0 nays, 1 absent. MOTION CARRIED on a voice vote. CITY TRANSPARENCY PROJECT Mr. Henry Veleker, City Administrator/Clerk gave an overview of the current trend for transparency and civic engagement with government. He talked about the transparency committee and information gathered from other municipalities. He stated that filming meetings and posting information to the website is already the act of transparency and that this group was set up to really brainstorm ideas to continue with accessibility of our local government to citizens. He stated that the attached memo is a compilation of ideas as a group without value judgment. Mr. Veleker discussed briefly the Team Recommendations as listed below. 1) Conduct brief survey through monthly utility billing using Survey Monkey 2) City Website Changes 3) Create Virtual Public Hearing Opportunity 4) Expand live filming of City related committees and commissions. 5) Annual Budget Document 6) Expand radio as a platform to get information to the public. 7) Put up more meeting packets on website and improve ability to search packets. Mr. Veleker highlighted one area of transparency by having board meetings in City Council Chambers where it could be recorded and/or filmed because of the equipment already in place to help the public better understand the inner workings of the committees. 5
There was general discussion regarding the formality of using Council Chambers, conflicts with other committees that meet on the same nights, filming and logistics of the packet schedule. Mr. Veleker stated that there will be some logistical issues that will be worked out. *Mr. Veleker left the meeting. There was general discussion by the Library Board Members regarding the pros and cons of moving the meeting to the Council Chambers and also some ideas of meeting once every three months and use as a promotional tool to the public. Ms. Burington asked to add this to the agenda for the next meeting. ANNUAL ETHICS REVIEW Ms. Burington stated that she had suggested to the City Council that it may need some revisions since the document was written in 1990. INCIDENT REPORT Ms. Burington stated that a young man stole money from the Teen Room and was banned from the library for one year. A police report was filed. She said the money was recovered by the boy s sister. PRESENTATION OF ANNUAL 2013 REPORT Mr. Ryan presented the 2013 Annual Library Report. He stated that the report is submitted to the State of Wisconsin every year and includes statistics collected by library staff and Outagamie Waupaca Library System (OWLS). Mr. Ryan highlighted that the way people use the library has changed dramatically with the convenience of technology. Patrons may renew materials online, order items and wait less than a week for that item. He said that in the past three months, wireless users outnumber those who use the library s stationary internet computers. More people are cancelling their home internet services because of other financial needs and are utilizing the library since it provides these services to their patrons. In 2013 over 5,400 ebooks have been downloaded. He said that the library is expecting usage to increase as more people use the Wisconsin s Digital Library website, which the Waupaca Public Library contributes $3,000 to annually. He said they currently receive 100% funding from Waupaca County for the cost of providing services to rural patrons who choose to use the library. The Waupaca Public Library s Mission Statement is included in the report. He stated that the library has added an Early Literacy Area, which provides a place for school age children to complete their homework or read a book, and they are adding the Dragon Wings cottonwood tree to the literacy area this month. He reported that the Teen Area provides programs on early dismissal days and after school. The Student Advisory group provides an opportunity for teens to get involved, hold leadership roles and share in decision making. The library provides opportunities for people to connect with history, art and culture and others with similar interests. There are many groups that meet at the library and include a writer s group which meet twice per month, a photography group that meets on Saturdays, literacy tutors, film series and Native American Exhibit. The librarians use outreach to schools, daycare providers, Senior Health Fair and Parks and Recreation. They give presentations to community groups and are involved with community events. Mr. Ryan shared an audio testimonial from a library employee. Mr. Ryan stated that the Waupaca Public Library s mission is to make people s lives better. 6
OLD BUSINESS ANNOUNCEMENTS AND CORRESPONDENCE Next meeting is June 10, 2014 at 5:00 p.m. and the Personnel Meeting to follow. ADJOURNMENT MOVED by Ms. Stiebs, SECONDED by Ms. Eiden to Adjourn the Regular Library Board Meeting. 8 ayes, 0 nays, 1 absent. MOTION CARRIED on a voice vote. Meeting adjourned at 6:25 P.M. John Ryan, President Waupaca Area Public Library Board tj 7