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Library Board Strategic Packet - 9/21/2015 CITY OF MUSKEGO LIBRARY BOARD STRATEGIC PLANNING COMMITTEE AGENDA September 21, 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 13, 2015 CHAIRPERSON’S REPORT NEW BUSINESS Strategic planning timeline discussion Children's area discussion 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 13, 2015 5:00 PM Library Conference Room, S73 W16663 JANESVILLE RD CALL TO ORDER President Boschert called the meeting to order at 5:04 PM. PLEDGE OF ALLEGIANCE ROLL CALL Present were Trustees Boschert, Konkel, and Library Director Loeffel. Trustee Tomaszewski was absent. STATEMENT OF PUBLIC NOTICE Director Loeffel stated that the meeting was properly noticed. PUBLIC COMMENT APPROVAL OF MINUTES from July 1, 2015 Trustee Konkel made a motion to APPROVE THE MINUTES from July 1, 2015, Trustee Boschert seconded. Motion Passed 2 in favor. CHAIRPERSON’S REPORT UNFINISHED BUSINESS Memorandum of Understanding WiLS and Muskego Public Library For Strategic Plan Development, Consulting, and Facilitation Services Trustee Konkel made a motion to approve the Memorandum of Understanding WiLS and Muskego Public Library For Strategic Plan Development, Consulting, and Facilitation Services, Trustee Boschert seconded. Motion Passed 2 in favor. COMMUNICATIONS AND MISCELLANEOUS BUSINESS AS AUTHORIZED BY LAW ADJOURNMENT Trustee Boschert made a motion to ADJOURN at 5:31 PM, Trustee Konkel seconded. Motion Passed 2 in favor. Strategic Planning Activities & Timeline For Library Staff and Planning Committee Library Staff 1. Review timeline and activities – in Dropbox folder o Schedule meetings of the planning committee as noted. 2. Administer Assets and Capacities survey to staff and library board. Instructions are in Dropbox folder 3. Complete Value of Current Resources and Services worksheet. Instructions are in Dropbox folder. 4. Follow DPI Counting Opinions instructions in Dropbox. Download report templates for the 10% range of Total Income, Municipal Population, Total Circulation and Local Revenue. Select 2014 for the Period. Please download both the graph and table comparisons for each. Save the reports in the DPI Data folder in Dropbox. 5. Save any reports from the Edge Assessment and Impact Survey into corresponding folder in Dropbox. 6. ILS Data – please run the following reports for the last 12 months, if possible, and place in corresponding folder in Dropbox. Select libraries in WCFLS that you think are good comparisons to Muskego and include their data also in the following areas for comparison. Looking at Extended Population, this could include Delafield, Mukwonago, Oconomowoc, Sussex & Pewaukee. If you think municipal population is a better comparison, this could include Sussex and Pewaukee. o Circulation by format o Circulation by genre o Amount spent by format o Amount spent by genre o Net lender/borrower status – transit statistics 7. A sample of other libraries and organizations plan documents are in a Dropbox folder titles Plan Examples. These are here for your own reference to identify components of a planning document you may want to include in your strategic plan when you write your plan. Planning Committee & Staff 1. Review timeline and activities – in Dropbox folder a. As coordinated by library staff, schedule planning committee meetings as noted. 2. Community conversation: conversation planning instructions are in Dropbox folder along with invitation letter template. a. Set date and location for conversations b. Identify list of individuals to be invited to each conversation. c. Identify who will invite participants d. Invite participants Timeline • Week of Sept. 14 o Staff - WiLS meeting: Review timeline and activities o Begin data and information gathering • Week of Sept. 21 o Planning Committee – WiLS Meeting - Review timeline and activities, and community conversation invitation guidelines o Continue data and information gathering • Week of Sept. 28 o Identify Community conversation invitees and begin inviting o Continue data and information gathering • Week of Oct. 5 o Complete invitations to potential community conversation participants o Complete data and information gathering • Week of Oct. 12 o Begin data and information summary report • Week of Oct. 19 o Hold community conversation(s) o Continue data and information summary report • Week of Oct. 26 o Hold community conversations(s) o Continue data and information summary report • Week of Nov. 2 o Complete data and information summary report • Week of Nov. 9 o Data and information summary webinar • Week of Nov. 16 o In-person strategic planning meeting • Week of Nov. 23 o Create framework of strategic plan elements identified at planning meeting • Week of Nov. 30 o Begin writing strategic plan • Week of Dec. 7 o Continue writing strategic plan • Week of Dec. 14 o Complete strategic plan Planning the Conversation The ideal size for these conversations is between 12 and 20 people. To get that many, invite 30-40 people, as some will be unable to make it. These conversations are a powerful way to get to know different parts of the community and learn from voices not usually heard. Remember since these are conversations, not rigorous academic research, you do not need a random or demographically representative sample. However, think about your library and community and identify groups and profiles that would allow you to have the broadest representation of your community. This could include: • Local businesses and business groups • Faith community • Various community clubs and neighborhood associations, including senior groups • Schools, daycares & parents • Service groups or YMCA Also consider following for both library users and non-users: • Age: teens, millennials, young parents, empty nesters, retirees, etc. • Representation of different neighborhoods • ESL and emerging ethnic communities After you’ve identified whom you want to engage, think about the individuals or groups who could help you reach those people. Ask yourself: • Who knows the part of the community or the people we want to talk to? o Staff, volunteers, board members o Other library partners After you identify who can reach those you want to invite, consider these tips for getting people to come. • Have those with a personal connection to a potential participant personally invite the person. • Send an invitation letter, use social media or call potential attendees to invite them. • Ask people you are inviting to suggest others to invite (friends, neighbors, peers). • If needed due to low response, follow up by email or phone. • Invite people about 2-3 weeks before the event.