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Library Board Strategic Packet - 6/17/2015 CITY OF MUSKEGO LIBRARY BOARD STRATEGIC PLANNING COMMITTEE AGENDA June 17, 2015 5:00 PM Library Conference Room, S73 W16663 Janesville Road CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL STATEMENT OF PUBLIC NOTICE PUBLIC COMMENT APPROVAL OF MINUTES from June 3, 2015 CHAIRPERSON’S REPORT NEW BUSINESS Review WiLS Strategic Plan Development, Consulting and Facilitation Services document. COMMUNICATIONS AND MISCELLANEOUS BUSINESS AS AUTHORIZED BY LAW ADJOURNMENT NOTICE PLEASE NOTE: It is possible that members of and possibly a quorum of members of other governmental bodies of the municipality may be in attendance at the above-mentioned meeting to gather information; no action will be taken by any governmental body at the above-stated meeting other than the governmental body specifically referred to above in this notice. 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 Muskego City Hall, (262) 679-4100. Unapproved CITY OF MUSKEGO LIBRARY BOARD STRATEGIC PLANNING COMMITTEE MINUTES June 3, 2015 4:45 PM Library Conference Room, S73 W16663 JANESVILLE RD CALL TO ORDER Chairperson Boschert called the meeing to order at 4:45PM. PLEDGE OF ALLEGIANCE ROLL CALL Present: Trustees Boschert, Konkel, Tomaszewski, and Library Director Loeffel. Trustee Buckmaster was excused. Also present: Bruce Smith of WiLS joined by telephone. STATEMENT OF PUBLIC NOTICE Director Loeffel stated that the meeting was noticed in accordance with the Open Meeting Law. PUBLIC COMMENT APPROVAL OF MINUTES from May 20, 2015 Trustee Konkel made a motion to approve APPROVAL OF MINUTES from May 20, 2015, Trustee Boschert seconded. Motion Passed 2 in favor. Trustee Tomaszewski arrived at 5:52 pm CHAIRPERSON’S REPORT UNFINISHED BUSINESS Strategic planning discussion COMMUNICATIONS AND MISCELLANEOUS BUSINESS AS AUTHORIZED BY LAW ADJOURNMENT Trustee Konkel made a motion to adjourn, Trustee Boschert seconded. Motion Passed 3 in favor. Strategic Plan Development, Consulting and Facilitation Services Introduction The purpose of this document is to outline the different processes and associated costs that can be a part of strategic plan development, consulting and facilitation services. Please note that this document is intended as a starting point. We welcome feedback on process and costs and are happy to discuss any aspect of the planning services with you. Based upon what a library determines is best for their community and situation, WiLS will prepare a formal proposal that both meets their plan development needs and works within the library’s budget. Phase 1 – Data and Information Gathering Data and information can be gathered from a number of sources and be used to provide information to help answer questions that can be addressed during the planning process. The following are examples of data and information that can be gathered.  Impact Survey – A library can administer this survey themselves. There is a fee ($200-$500 based upon library total budget) that is paid directly to Impact Survey. WiLS will provide information about how to get information to administer this survey. The Impact Survey has issued a report of the combined results of the 877 libraries that have administered the survey between Oct. 2013 and May 2015 to a total of 63,260 patrons. For no cost, information from this report could be used to identify general themes for libraries regarding technology use. o WiLS Cost = none  Community Survey – WiLS will develop a community survey to be administered to a library’s area residents regarding library usage and services. Starting with a template provided by WiLS, we will work with the library to develop the survey. WiLS will compile the results of the survey. o WiLS Cost = $750.00 (note: we can provide a quote if a library would like a completely customized survey developed)  Material Usage Data – WiLS will work with ILS staff to gather a collections report to assess library usage. The main use for this data is to assess what parts of the collection are well-used and which are not. This will help determine if there are any potential resources that could be reallocated to support the strategic plan. o WiLS Cost = $300.00  DPI Data – WiLS will provide a comparative analysis of various annual report data of libraries similar in size (both in population and income) to identify trends and potential issues that can be addressed in the strategic plan. o WiLS Cost = $225.00  Demographic and Economic Data – WiLS will gather and compile current and past demographic and economic data to identify trends and future projections to assist with identifying future library service needs. o WiLS Cost = $450.00  Library Services Assessment - WiLS will provide the library a form along with guidelines to do an inventory of services, programs and resources it provides. The form is structured for the library to identify the value to the community and value to the library for providing the current service, program or resource. This will help determine if there are any potential resources that could be reallocated to support the strategic plan. o WiLS Cost = $150.00  Community Conversations – WiLS will work with the library to coordinate a community conversation(s) of library stakeholders, supports and community members to identify community aspirations and challenges. The results of the conversation(s) will be themed to identify opportunities for the library to provide resources and services that align with the wants and needs of the community. o WiLS Cost = $480.00 per 1.5 hour conversation Phase 2 – Data and Information Report  Drafting Report – WiLS will create a data and information summary report from all the information gathered in Phase 1. This information will be used to assist the library director and planning committee to identify themes and issues when developing the strategic directions, service goals and initiatives. o WiLS Cost = $1,000.00 to $1,500.00 (dependent on amount of data to be compiled and summarized) Phase 3 – Plan Development Meetings  Data and Information Report Review – It can be helpful to have a 1-2 hour meeting to review the data and information summary report before meeting to develop the different elements of the strategic plan. This ensures the members of the planning committee understand what is being presented, have a chance to ask for additional summary info and have time to consider this information to develop insights and observations that will help make the plan development more productive and thorough. This meeting can be held via webinar to manage costs and allow for remote attendance. o WiLS Cost = $225.00 (if webinar) or $480.00 (if presented in person)  Foundational Planning – WiLS will develop a process and facilitate a half-day meeting to develop a library mission statement and library service values. o WiLS Cost = $750.00  Service Planning – WiLS will develop processes and provide facilitation services for a half-day library plan development meeting. The outcome of this meeting will creating strategic service goals for the library along with initiatives that can be done to reach the goals. o WiLS Cost = $750.00  Combined Foundational and Service Planning – If desired, WiLS can combine the meetings to develop the foundational and service elements of the plan during one full day meeting. o WiLS Cost - $1,200.00 Phase 4 –Writing the Strategic Plan Document  Base Cost –WiLS will compile the results of the planning meetings along with other documentation, including the data and information summary report, and examples of plan templates to use to write the strategic plan document. WiLS will also coordinate a schedule and process to complete drafting the plan. o WiLS Cost = $225.00  Plan Writing – WiLS can either take the lead writing the plan or provide plan writing assistance with the library taking the lead writing role. o Writing Assistance = $75.00/hour o Plan Writing = TBD (The scope of plan documents can greatly vary from a one page plan to a significant report. Once the scope the plan document is identified, WiLS can provide a cost to take the lead writing the plan.)