N64W23820 Main Street Sussex, WI 53089- 3122 (262) 246

N64W23820 Main
Street
Sussex, WI 530893122
(262) 246-5180
fax (262) 246-5236
Agenda
Pauline Haass Public Library Board of Trustees
Wednesday, July 20, 2016, 6:30 p.m.
Library’s Quad/Graphics Meeting Room, off lobby
1) Roll call
2) Consideration of, and possible action on, minutes of:
a) June 22, 2016 Board meeting
3) Comments from citizens present
4) Communications received by Board members or Director
5) Financial report
6) Action on bills
7) Director’s report on library services, legislative issues, staffing, funding, continuing
education, building issues, library users, technology, planning, Friends of the Library
and Foundation activities, legal issues, and budget.
8) New Business (none)
9) Comments from citizens present
10) Items for future agendas
11) Adjournment
Tim Dietrich, Board President
Kathy Klager, Library Director
Attendees: Please note that, 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 Kathy Klager at 262-246-5180.
Minutes of June 22, 2016 Board meeting
Pauline Haass Public Library
Called to order at 6:32 p.m.
Roll call: Bougie, Braden, Callen, Dietrich, Hacker, Kostka, Vande Hei, Wegner present.
Kucharski, Roubik absent. Koenig arrived at 6:45 p.m. Also present: Kathy Klager, Library
Director.
Vande Hei/Bougie motion to accept minutes of May 18, 2016 Library Board meeting as
presented; carried.
Braden/Dietrich motion to accept minutes of June 7, 2016 Finance Committee meeting; carried.
Comments from citizens present: none
Communications received by Board members or Director: none
Financial report: accepted as presented by Vande Hei/Koenig motion.
P-Card payments in the amount of $15,173.63, prepaid bills in the amount of $250,139.50, June
2016 bills in the amount of $18,269.64 and May 2016 expenses in the amount of $55,413.02
accepted by Vande Hei/Bougie motion; carried.
Director’s report: Klager reviewed items in her written report and other items as allowed by
agenda.
New Business: Dietrich appointed board members to the following committees:
Buildings and Grounds: Kostka, Wegner, Dietrich
Materials Selection: Bougie, Callen, Hacker
Policy: Bougie, Kucharski, Vande Hei
Personnel: Vande Hei, Roubik, Wegner
Finance: Dietrich, Braden, Koenig
As member of the Finance Committee, Braden reported on the draft 2017 budget. Following
discussion, Koenig/Bougie motion to approve presentation to the Village of Sussex of the 2017
operating budget totaling $1,207,697, as well as a request for additional 2017 operating funding
in the amount of $26,275; motion carried
Braden/Callen motion to approve presentation of the library's capital plan to the Village of
Sussex, with a request that the Village set aside $50,000 in 2017 for library capital funding;
motion carried.
Following discussion, Dietrich and Klager were directed to further explore, with Village staff,
drainage and planting ideas for the plaza area in front of the Quad/Graphics Room.
Comments from citizens present: none
Meeting adjourned at 8:35 p.m. by Koenig/Wegner motion.
Respectfully submitted,
Kathy Klager
Asst. Board Secretary
Minutes prepared by Mary Olson, Administrative Assistant
N64W23820 Main Street
Sussex, WI 53089-3122
(262) 246-5180
fax (262) 246-5236
phplonline.org
Director’s Report to Library Board
July 20, 2016
Budget:
I have submitted the base budget request number to the Village for use in their budget
preparation. The next steps that the library needs to be involved in are attending the
September 8 budget kickoff meeting (Trustee Dietrich and I will both be there) and the
subsequent budget workshops. Before September 8, I will have a document ready for the
Village Board, explaining our “extras list” request for more staff time. One notable fact is that
in the past ten years, PHPL’s service population has increased 6.2%, checkouts have outpaced
that at 8.2%, and staffing has decreased 2%.
I have been asked to do a one-hour presentation this week, at a workshop for southeast
Wisconsin public librarians, about our capital plan and how it is funded. We’ve been
successfully working with our funding bodies (now body) through this capital plan for ten years
now to take responsible care of the library’s capital facilities without creating for them a
budgeting rollercoaster or the need to borrow and pay interest. At the same time, our plan
allows PHPL the flexibility to delay projects (like re-carpeting) that turn out to not be needed as
soon as anticipated, and front-burner projects that have become more urgent.
Staff:
Becky Murray is on extended leave until late September. Adele Loria has added to her
responsibilities the management of the adult/teen services department and the technical
services department during Becky’s absence.
Continuing education:
Sue Posh, Anna Oleszczak, Carol Eckes, and Sallie Ratelle watched the webinar “How to improve
your workplace when you’re not the boss.” They reported that they learned that employees
perceived as credible and trustworthy are more likely to be able to influence the management,
so building your brand (work reputation) is very important. When trying to win support for new
ideas, extensive research, gathering facts and/or documents and allowing room for input is a
must. One person can rarely influence a big change, so building a team of like-minded "change
agents" before presenting the idea to the management is very helpful.
Strategic planning:
The Planning Committee met for two half-day sessions with Bruce and Melissa to use the
information gathered from the surveys and community conversations to examine the library’s
mission/vision statements and to create goals. The process can be “a little messy,” to quote
Bruce, and raised some interesting questions. On July 7, we received the first of what will be
several drafts of the strategic plan. The staff committee members will meet on July 13 to
review and discuss it, and we will start the back & forth process of fitting the plan to the library.
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Any board members who would like to see the plan along its journey to completion can simply
let me know that and I’ll be happy to share it. My hope is to bring it to you for discussion at the
August meeting, get feedback, and bring back a plan for approval in September. We may be
able to move that forward, but summer is such a busy season for us that I don’t want to
promise that.
Construction update: the project next door is moving right along, and Main Street is due to
open from Silver Spring west as soon as this Friday evening. Trustee Dietrich apprised Village
Engineer Judy Neu of our board’s discussion about drainage in front of the Quad/Graphics
Room windows, and Judy said that a drain pipe running the length of the stone-filled area and
hooked into the existing downspout pipe system is something that she can readily have
incorporated in the project.
Legislative issues: Work on the cross-county payments issue is ongoing.
Foundation and Friends:
Photos from June 16 Jane Anhalt Day celebration-
Yesterday, I received notice that the Anhalt Society has a new member. The Anhalt Society is
the legacy arm of the library’s foundation, with Society members being those who have
included the Foundation in their estate plans.
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Services:
June 2016, when compared to June 2015, shows a 10% decline in both circulation and visits.
It’s far too soon to see if this is a trend or a blip. Our year-to-date circulation remains higher
than last year’s. And, much to my delight, the percentage of outside-of-Sussex residents
checking out materials to date this year has remained essentially the same despite the
construction. It says something about a library’s staff and services when people who don’t live
in Sussex choose to drive here through construction areas that they could easily avoid
otherwise.
Litigation:
I attended the motion hearing on July 11. Judge Lazar is new to the bench, as well as new to
this case. While she told us she had read the materials three times, she was seriously confused
about all of the issues. Judge Lazar began by stating that she doubted she would make a
decision at the hearing, and she ended by scheduling a court date six weeks in the future, at
which she will deliver her decision. David Hase represented the library and Remzy Bitar
represented the Village of Sussex.
Other:
Three projects are yet to be started this year: the sprinkler system replacement, facilities study,
and move into library spaces in the new Civic Building. Strategic planning started later than we
had anticipated, and will not be completed until September. With the Assistant Director on
leave until late that month, and involvement with the new building’s meeting room & access
policies and moving issues, I see early October as the most realistic start date for writing an RFP
for the sprinkler system. A contract for that work should be able to be secured by the end of
November, or earlier if the “apples to apples” conversations can be completed quickly. That
would likely put the RFP release for the facilities study at the end of January, with completion of
the study by June, in time for fall consideration in the Village of Sussex capital plan.
Adele Loria, interim department(s) manager, reports on June, 2016 activities in the Adult,
Teen, and Technical Services areas:
Monthly Report
Adult Services finished its major weeding of nonfiction for the year. We will weed the
collection again in two years. We weeded over 1200 items that were out-of-date, damaged or
underused. Many of these books are now for sale in our used book sale room. We will work on
shifting over the summer and hopefully gain some much needed space.
The Adult Summer Reading Program began June 1 and is off to a great start. To participate,
people read a book and submit a brief review for a chance to win one of ten prize baskets. I
created a colorful beach-themed display and assembled eye-catching prize baskets. These
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baskets are filled with new books that are donated to the library. Rachel Ruetz came up with a
creative way to display people’s reviews using fish nets. We have already had an enthusiastic
response with over 500 entries. These reviews are a great way of providing ideas for others
looking for a great book to read, and we use them to help select “Blind Date With a Book”
selections in February.
Kathy Klager and I staffed a “Pop-Up Library” at the Sussex Farmers Market on June 12.
Featuring a mini-collection of materials with a Farmers Market theme, the pop-up library
allowed visitors to browse and check out books. They could also get a library card, register for
Summer Reading, and learn about online resources available through the library. Establishing a
presence at events like these allows the Library to reach non-users, and shows current users
how library services and resources extend to unexpected but important areas of interest (our
Farmers Market “collection” focused on healthy eating, gardening, and outdoor activities). It
also gives us the opportunity to talk with people about our online, and therefore less visible,
resources.
Page 4 of 7
Adult Services Statistics
Reference Questions: 804
Study Rooms: 149
Rosetta Stone: 2
One-on-one technology lessons: 10
Laptop Usage: 2
Wednesday Afternoon Book Club: 11
Tuesday Afternoon Book Club: 10
Tech Services Statistics
Volunteer Hours: 55
Valerie Johnson, Children’s Services Manager, reports on June, 2016 activities:
Summer Library Program
Summer Reading is in full swing. By the end of this month there were 944 children registered
for the Summer Reading Program.
The children’s department has been a lively place during the month of June: programs are
happening mornings, afternoons, and some evenings and are drawing good attendance.
Storytime is offered four mornings a week (Tuesday-Friday). We conducted book clubs based
upon the following themes: Super Sleuths and Scientists (2nd-3rd graders), Monsters and
Mythological Creatures (4th-6th graders), and Get Graphic: Discover Graphic Novels (7th-9th
graders).
Our Monday Performer Showcase included performances by Miller & Mike (clowns), Rick Allen
(magic), and Corcoran Puppets presenting The Three Billy Goats Gruff. And of course kids line
up continuously at our summer reading desk to receive rewards and praise for reading. One of
the rewards kids receive is a book; most of these prize books are generously donated by Half
Price Books.
Page 5 of 7
Around the Department
Families seem to be making the library a regular stop in their busy schedules as we see kids just
coming from summer school, wearing sports attire, or hair still wet from swimming. Our book
displays are emptied as quickly as we can fill them and some days the stacks look “like a cyclone
hit” (as Mom used to say). Children of all ages are enjoying our interactive learning areas:
Veterinary Clinic, Construction Zone, Camp Read-a-Lot, and KidsLab.
Building robots!
Catching a big one!
Reference statistics: 645 reference questions answered
944 summer reading registration interactions
417 summer reading reward interactions
Total face-to-face assistance interactions this month: 2006
Program statistics
Active Programs
Sessions
Attendance
Family Storytime
12
297
2nd-3rd Grade Book Club
2
20
4 -6 Grade Book Club
2
16
7th-9th Grade Book Discussion
1
5
Summer Performer Showcase
3
288
LEGO CLub
1
19
Teen Volunteer Orientation
1
26
Teen Advisory Board
1
4
Totals
23
675
Passive/Drop-In/Ongoing Programs
Sessions/
Options
1
1
Usages/Contacts
th
th
Coloring Station
KidsLab Coloring
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645
75
Camping Activity Station
Activity Bins
Totals
1
6
8
Page 7 of 7
255
38
1013
STATISTICS FOR MONTH OF JUNE, 2016
June
30239
28591
1648
233
ALL CIRCULATION
PHYSICAL MATERIAL CIRCULATION
E-MATERIAL DOWNLOADS
HOURS OPEN
YTD
168596
158399
10197
1454.5
Cards issued:
123
Reference questions answered:
1449
Library visits this month:
11338
Materials purchased:
(year to date total:)
N/A
3347
Sussex
13593
% change
2.5%
1.9%
12.5%
0.3%
YTD
13327
13655
26683
7429
19582
2047
2317
Crossovers to PHPL from other library communities: +
4057
Crossovers from Sussex to other CAFE libraries: 1443
NET LENDING: 2884
HOLDS FILLED FOR PHPL BY OTHER CAFÉ LIBRARIES: HOLDS FILLED FOR OTHER CAFÉ LIBRARIES BY PHPL: +
PHYSICAL CIRC:
YTD 2015
164515
155453
9062
1449.5
Other
14998
TOTAL
28591
Rosetta Stone Use:
Laptop Usage:
One-on-one technology lessons:
2
2
10
2015
31506
Study Room usage
Adult: 149
Meeting Room Use:
Quad Room
nonprofit:
for profit:
Small meeting room
nonprofit:
for profit:
32
0
7
0
Pauline Haass Public Library
STATISTICS FOR MONTH OF JUNE, 2016
PROGRAM ATTENDANCE
Family Storytime: 297 (12 sessions)
2nd & 3rd Grade Book Club: 20 (2 sessions)
4th-6th Grade Book Club: 16 (2 sessions)
7th-9th Grade Book Discussion: 5 (1 session)
Monday Summer Performer Showcase: 288 (3 sessions)
LEGO Club: 19 (1 session)
Teen Volunteer Orientation: 26 (1 session)
Teen Advisory Board: 4 (1 session)
CHILDREN'S PROGRAM ATTENDANCE: 675
Wednesday Afternoon Book Club: 11
Tuesday Afternoon Book Club: 10
ADULT PROGRAM ATTENDANCE: 21
INTERNET USE*:
TOTAL HOURS**:
AVG. SESSION**:
**wired access only
1362 sessions
398:11:00
32.683 minutes
Pauline Haass Public Library