Library Board Strategic Packet - 7/13/2015
CITY OF MUSKEGO
LIBRARY BOARD STRATEGIC PLANNING
COMMITTEE AGENDA
July 13, 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 July 1, 2015
CHAIRPERSON’S REPORT
UNFINISHED BUSINESS
Memorandum of Understanding WiLS and Muskego Public Library For Strategic Plan
Development, Consulting, and Facilitation Services
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
July 1, 2015
5:00 PM
Library Conference Room, S73 W16663
JANESVILLE RD
CALL TO ORDER
Trustee Konkel called the meeting to order at 5:10 PM.
PLEDGE OF ALLEGIANCE
ROLL CALL
Present were Trustees Konkel, Tomaszewski, and Library Director Loeffel. Trustee Boschert
was absent.
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 June 17, 2015
Trustee Tomaszewski made a motion to APPROVE THE MINUTES from June 17, 2015,
Trustee Konkel seconded.
Motion Passed 2 in favor.
CHAIRPERSON’S REPORT
NEW BUSINESS
Memorandum of Understanding WiLS and Muskego Public Library For Strategic Plan
Development, Consulting, and Facilitation Services
COMMUNICATIONS AND MISCELLANEOUS BUSINESS AS AUTHORIZED BY LAW
ADJOURNMENT
Trustee Tomaszewski made a motion to ADJOURN at 5:52 PM, Trustee Konkel
seconded.
Motion Passed 2 in favor.
Memorandum of Understanding
WiLS and Muskego Public Library
For Strategic Plan Development, Consulting and Facilitation Services Introduction
The purpose of this MOU is to define the parameters and costs of the Strategic Plan Development, Consulting and
Facilitation Services WiLS will provide to the Muskego Public Library. Contacts
Communication regarding this agreement and the provided service should be directed to:
WiLS Muskego Public Library
Bruce Smith Pete Loeffel
1360 Regent Street, #121 S73 W16663 Janesville Road
Madison, WI 53715-1255 Muskego, WI 53150
608-620-5421 262-971-2119
bsmith@wils.org ploeffel@cityofmuskego.org
Phase 1 – Data and Information Gathering
WiLS Service Description
• Library Services Assessment - WiLS will provide the library a form and guidelines to do an inventory of the
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 a current service, program or resource to 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 two 1.5 hour community conversations
to identify community aspirations and challenges. One conversation will be with library users and the second
will be with those that do not use the library. WiLS will work with the library to develop a protocol to identify
and invite community conversation participants. WiLS will provide a facilitator to lead the conversations and
document the input gathered during the conversations. WiLS will compile and theme the results of the
conversations to identify opportunities for the library to provide resources and services that align with the wants
and needs of the community.
o WiLS Cost = $960.00 ($480.00 per 1.5 hour conversation)
• Other Data Gathering – WiLS will provide Muskego P.L. with templates for gathering material usage data, DPI
annual report data, and local and regional demographic and economic data.
• OPTIONAL: Community Survey – WiLS will provide Muskego P.L. with a template of a survey when the material
usage; DPI annual report; and demographic and economic data is gathered. Muskego P.L. at that time will be
able to determine if they want to administer a Community Survey. If it is decided to administer a survey, WiLS
will develop, with input from the library, a paper and online version community survey to be administered to
area residents. WiLS will compile the results of the survey.
o WiLS Cost = $750.00 (OPTIONAL)
Muskego P.L. Contribution
• Library Services Assessment – Muskego P.L. board and staff will complete the assessment.
• Community Conversations – Muskego P.L. will work with WiLS to identify and invite participants to the
community conversations. Muskego P.L., with input from WiLS, will coordinate scheduling and location logistics
for the community conversations.
• Other Data Gathering –Muskego P.L. will gather and provide WiLS with information and data it gathers. This
includes:
o Results from the Edge Assessment and Impact Survey.
o Material usage data, DPI annual report data, and local and regional demographic and economic data and
information per the templates and guidelines provided by WiLS.
• OPTIONAL: Community Survey –If it is decided to administer a survey, Muskego, with input from WiLS, will
promote the survey to area residents by posting on their website and via social media in addition to making
paper copies of the survey available to residents.
Phase 2 – Data and Information Report
WiLS Service Description
• 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 = $1,200.00
Phase 3 – Plan Development Meetings
WiLS Service Description
• Data and Information Report Review – WiLS will develop a 1.5 hour webinar to review the data and information
summary report with the planning committee before the service planning meeting to develop the different
elements of the strategic plan.
o WiLS Cost = $225.00
• 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
Muskego P.L. Contribution
• Data and Information Report Review – Muskego P.L. will work with WiLS to schedule a date for this review.
• Service Planning – Muskego P.L. will coordinate with WiLS to schedule a half-day library plan development
meeting. Muskego P.L. will take care of location logistics for this meeting.
Phase 4 –Writing the Strategic Plan Document
WiLS Service Description
• 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 will provide plan writing assistance, as requested by the library, with the library taking the
lead writing role. Upon request for writing assistance, WiLS will respond with a time and completion date
estimate for Muskego P.L. approval before proceeding.
o Writing Assistance = $75.00/hour (estimated at 2-8 hours)
Muskego P.L. Contribution
• Plan Writing – Muskego P.L. will be the lead plan writer using the documentation provide by WiLS and plan
template of its choosing. Muskego P.L. will provide WiLS with requests for plan writing assistance and approval,
per WiLS estimates, for WiLS to proceed with requests.
Cost Allocations and Terms of Agreement
Cost Totals
Phase 1: $1,110.00
Phase 2: $1,200.00
Phase 3: $ 975.00
Phase 4: $ 225.00 plus hourly
Total: $3,510.00 plus hourly
• Total if optional community survey selected: $4,260.00
• Costs include all preparation time; facilitation time; mileage expenses; and supplies for facilitation processes and
documentation development.
Payment Schedule
Upon start of project 09/01/2015: $1,110.00
Upon completion of Phase 4: $2,400.00 plus additional hourly
Duration of agreement/cancellation
• The duration of this plan development work is scheduled from September 1, 2015 through December 31, 2015.
WiLS and Muskego P.L. will work together to identify a timeline of the different activities to complete each
phase of service. If either WiLS or Muskego P.L. need to alter the previously agreed upon timeline, such
alterations should be made prior to the deadline date of the activity that will need to be rescheduled. If
deadlines are repeatedly not met by Muskego P.L. without communicating with WiLS, WiLS reserves the right to
change the project timeline with Muskego’s approval of the new timeline. If the change in timeline will result in
overlap with other projects to the extent that WiLS will not be able to complete the work with existing staff
resources, WiLS reserves the right to delay the project to a mutually agreed upon time or to cancel the project.
• During the course of the agreement the contracting parties have the right to stop work at any time and WiLS will
be paid for any work and expenses incurred through the time of cancellation.
• Due to the preparation time for the processes described above, should Muskego Public Library opt out of this
Memorandum of Understanding two weeks or less before September 1, 2015, WiLS will invoice Muskego P.L.
$200.00 as a cancellation fee.
Agreed to and accepted by:
WiLS Muskego Public Library
____________ _______________________________
Signature Signature
______Bruce Smith_______________ _______________________________
Name Name
______Community Liaison_________ _______________________________
Title Title
______June 23, 2015 ________ _______________________________
Date Date