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LIBRARY BOARD Packet - 9/20/2016
CITY OF MUSKEGO LIBRARY BOARD AGENDA September 20, 2016 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 August 16, 2016 PLACE ON FILE THE LIBRARY FINANCIAL REPORTS from August 2016 PRESIDENT’S REPORT Information DIRECTOR’S REPORT Information UNFINISHED BUSINESS Discussion update and possible action may be taken on any or all of the following: NEW BUSINESS Discussion update and possible action may be taken on any or all of the following: 1. Library Shelver job description 2. Library Aide job description 3. Trustee Essentials 11 review: Planning for the Library's Future 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 MINUTES August 16, 2016 5:00 PM Library Conference Room, S73 W16663 JANESVILLE RD CALL TO ORDER President Robertson called the meeting to order at 5:03 PM. PLEDGE OF ALLEGIANCE ROLL CALL Present were Trustees Robertson, Konkel, Schaefer, Darkow, Keil, Stuart, Tomaszewski, Alderman Hammel and Library Director Loeffel. Trustee O'Bryan was absent. STATEMENT OF PUBLIC NOTICE Director Loeffel stated that the meeting was noticed in accordance with the open meeting law. PUBLIC COMMENT None APPROVAL OF MINUTES from July 19, 2016 Trustee Schaefer made a motion to APPROVE THE MINUTES from July 19, 2016, Trustee Tomaszewski seconded. Motion Passed 8 in favor. PLACE ON FILE THE LIBRARY FINANCIAL REPORTS from July 2016 Trustee Konkel made a motion to PLACE ON FILE THE LIBRARY FINANCIAL REPORTS from July 2016, Trustee Schaefer seconded. Motion Passed 8 in favor. PRESIDENT’S REPORT Information DIRECTOR’S REPORT Information UNFINISHED BUSINESS Discussion update and possible action may be taken on any or all of the following: NEW BUSINESS Discussion update and possible action may be taken on any or all of the following: Proposed 2017 Library Budget Trustee Konkel made a motion to approve the Proposed 2017 Library Budget, Trustee Darkow seconded. Motion Passed 8 in favor. Trustee Essentials 10 review: Developing Essential Library Policies COMMUNICATIONS AND MISCELLANEOUS BUSINESS AS AUTHORIZED BY LAW Trustee Konkel inquired about the next Library Board Strategic Planning Committee meeting. Director Loeffel stated he would like the committee to meet mid-September to discuss the outcome of the Committee of the Whole straw poll and going forward. He will send out a poll of possible dates to committee members. ADJOURNMENT Trustee Schaefer made a motion to ADJOURN at 5:33 PM, Alderman Hammel seconded. Motion Passed 8 in favor. CITY OF MUSKEGO Budget Worksheet - Library Revenues Current Year w/ Monthly Total Page: 1 Period: 08/16 Sep 01, 2016 10:45AM 2016-16 2016-16 2016-16 2016-16 % Actual Over / Adopted Amended Cur YTD Current month To (Under) Account Number Account Title Budget Budget Actual Actual Budget Budget GENERAL FUND CULTURE, REC AND EDUCATION 100.05.71.00.4140 LIBRARY GRANTS REVENUE 1,813.00 1,813.00 2,000.00 .00 110.31% 187.00 100.05.71.00.4150 LIBRARY - SYSTEM, ETC 113,836.00 113,836.00 57,054.57 .00 50.12% 56,781.43- 100.05.71.00.4274 LIBRARY LOST AND DAMAGED 1,200.00 1,200.00 1,096.23 116.89 91.35% 103.77- 100.05.71.00.4313 LIBRARY FINES 19,000.00 19,000.00 12,508.40 1,858.84 65.83% 6,491.60- 100.05.71.00.4314 LIBRARY TAXABLE REVENUE 8,500.00 8,500.00 6,390.68 818.15 75.18% 2,109.32- 100.05.71.00.4542 LIBRARY PHONE USE .00 .00 .00 .00 .00 .00 100.05.71.00.4544 ROOM RENTAL 1,000.00 1,000.00 2,000.00 .00 200.00% 1,000.00 100.05.71.00.4551 SALE OF F/A - COMPUTERS .00 .00 .00 .00 .00 .00 100.05.71.00.4552 LIBRARY FRIENDS REVENUE 5,000.00 5,000.00 2,935.60 880.47 58.71% 2,064.40- Total LIBRARY DEPARTMENT: 150,349.00 150,349.00 83,985.48 3,674.35 55.86% 66,363.52- CITY OF MUSKEGO Budget Worksheet - Library Expenditures Current Year w/ Monthly Total Page: 1 Period: 08/16 Sep 01, 2016 11:17AM 2016-16 2016-16 2016-16 2016-16 % Actual Over / Current year Amended Cur YTD Current Month To (Under) Account Number Account Title Budget Budget Actual Actual Budget Budget GENERAL FUND CULTURE, REC AND EDUCATION 100.05.71.00.5101 SALARY & WAGES 583,400.90 583,400.90 356,081.02 43,196.22 61.04% 227,319.88- 100.05.71.00.5102 SALARIES & WAGES - OVERTIME 2,000.00 2,000.00 .00 .00 .00 2,000.00- 100.05.71.00.5201 FICA 45,629.18 45,629.18 27,518.85 3,369.29 60.31% 18,110.33- 100.05.71.00.5202 PENSION 35,713.25 35,713.25 21,788.16 2,672.08 61.01% 13,925.09- 100.05.71.00.5203 HEALTH 127,776.06 127,776.06 49,008.68 5,195.07 38.36% 78,767.38- 100.05.71.00.5204 LIFE 1,465.78 1,465.78 778.82 105.77 53.13% 686.96- 100.05.71.00.5205 FSA FEE EXPENSE .00 .00 .00 .00 .00 .00 100.05.71.00.5229 HEALTH INSURANCE ALLOWANCE 10,560.00 10,560.00 10,720.00 1,680.00 101.52% 160.00 100.05.71.00.5302 MILEAGE 1,200.00 1,200.00 533.06 70.20 44.42% 666.94- 100.05.71.00.5303 CONFERENCES & TRAINING 3,500.00 3,500.00 1,705.16 .00 48.72% 1,794.84- 100.05.71.00.5305 DUES & MEMBERSHIP 1,200.00 1,200.00 887.00 .00 73.92% 313.00- 100.05.71.00.5401 LIBRARY EQUIPMENT 15,000.00 15,000.00 9,824.70 .00 65.50% 5,175.30- 100.05.71.00.5415 MAINTENANCE OF BLDG & GROUNDS 34,000.00 34,000.00 33,972.07 6,714.10 99.92% 27.93- 100.05.71.00.5505 COMPUTER CHARGES 30,000.00 30,000.00 26,561.20 .00 88.54% 3,438.80- 100.05.71.00.5602 TELEPHONE 300.00 300.00 150.00 25.00 50.00% 150.00- 100.05.71.00.5701 OFFICE SUPPLIES AND EXPENSES 20,000.00 20,000.00 15,974.16 849.30 79.87% 4,025.84- 100.05.71.00.5702 PROCESSING SUPPLIES .00 .00 .00 .00 .00 .00 100.05.71.00.5703 HOUSEKEEPING SUPPLIES 4,000.00 4,000.00 2,124.89 504.22 53.12% 1,875.11- 100.05.71.00.5740 LIBRARY GRANT EXPENSE 1,813.00 1,813.00 6,290.28 119.64 346.95% 4,477.28 100.05.71.00.5752 LIBRARY FRIENDS EXPENSE 5,000.00 5,000.00 3,388.64 422.83 67.77% 1,611.36- 100.05.71.00.5774 LIBRARY REPLACEMENT 1,200.00 1,200.00 68.67 .00 5.72% 1,131.33- 100.05.71.00.5835 HOUSEKEEPING SERVICES 38,500.00 38,500.00 24,392.00 3,049.00 63.36% 14,108.00- 100.05.71.00.5910 GAS & ELECTRIC 83,500.00 83,500.00 39,971.02 6,213.06 47.87% 43,528.98- 100.05.71.00.5915 SEWER & WATER 2,500.00 2,500.00 1,229.38 .00 49.18% 1,270.62- 100.05.71.00.6062 PROGRAMMING 5,000.00 5,000.00 3,602.93 232.44 72.06% 1,397.07- 100.05.71.01.5711 PRINT MATERIALS 114,000.00 114,000.00 61,771.51 8,535.16 54.19% 52,228.49- 100.05.71.01.5713 PRINT MATERIALS - ADULT .00 .00 .00 .00 .00 .00 100.05.71.02.5711 AUDIO VISUAL MATERIALS 50,000.00 50,000.00 24,433.43 1,986.48 48.87% 25,566.57- 100.05.71.03.5711 ELECTRONIC MATERIALS 16,000.00 16,000.00 12,702.72 692.28 79.39% 3,297.28- 100.05.71.03.5714 AUDIO VISUAL MATERIAL - A.V. .00 .00 .00 .00 .00 .00 100.05.71.11.5713 PRINT MATERIALS - JUVENILE .00 .00 .00 .00 .00 .00 100.05.71.12.5714 AUDIO VISUAL MATERIAL - JUVENL .00 .00 .00 .00 .00 .00 100.05.71.14.5713 PRINT MATERIALS - MISC .00 .00 .00 .00 .00 .00 100.05.71.18.5713 PRINT MATERIALS - NEWSPAPER .00 .00 .00 .00 .00 .00 100.05.71.19.5713 PRINT MATERIALS - PERIODICALS .00 .00 .00 .00 .00 .00 100.05.71.23.5713 PRINT MATERIALS - REFERENCE .00 .00 .00 .00 .00 .00 100.05.71.26.5713 PRINT MATERIALS - SERIALS .00 .00 .00 .00 .00 .00 100.05.71.35.5714 AUDIO VISUAL MATRL - DATA BASE .00 .00 .00 .00 .00 .00 100.05.71.36.5713 PRINT MATERIALS - YOUNG ADULT .00 .00 .00 .00 .00 .00 Total LIBRARY DEPARTMENT: 1,233,258.17 1,233,258.17 735,478.35 85,632.14 59.64% 497,779.82- CITY OF MUSKEGO Payment Approval Report - Library Board Report Alpha Page: 1 Report dates: 8/1/2016-8/31/2016 Sep 01, 2016 08:42AM Report Criteria: Detail report. Invoices with totals above $0 included. Paid and unpaid invoices included. [Report].Description = {<>} "1099 adjustment" Invoice Detail.Type = {>} "adjustments" Invoice Detail.GL account = "1000571000000"-"1000571999999","5020000000000"-"5029999999999","5030000000000"-"5039999999999" Invoice Number SeqNo Type Description Invoice Date Payment Due Date Total Cost GL Period GL Account Number BAKER & TAYLOR COMPANY 2032157665 1 Invoice PRINT 08/03/2016 08/09/2016 808.16 816 100.05.71.01.5711 2032168673 1 Invoice PRINT 08/03/2016 08/09/2016 415.11 816 100.05.71.01.5711 2032173995 1 Invoice PRINT 08/03/2016 08/09/2016 189.83 816 100.05.71.01.5711 2032175718 1 Invoice PRINT 08/03/2016 08/09/2016 1,615.68 816 100.05.71.01.5711 2032175958 1 Invoice PRINT 08/03/2016 08/09/2016 1,256.60 816 100.05.71.01.5711 2032180481 1 Invoice PRINT 08/03/2016 08/09/2016 320.29 816 100.05.71.01.5711 2032189151 1 Invoice PRINT 08/15/2016 08/23/2016 1,716.04 816 100.05.71.01.5711 2032194645 1 Invoice PRINT 08/15/2016 08/23/2016 739.18 816 100.05.71.01.5711 2032199109 1 Invoice PRINT 08/15/2016 08/23/2016 140.60 816 100.05.71.01.5711 2032204509 1 Invoice PRINT 08/15/2016 08/23/2016 260.20 816 100.05.71.01.5711 2032217749 1 Invoice PRINT 08/31/2016 09/13/2016 946.19 916 100.05.71.01.5711 2032218172 1 Invoice PRINT 08/31/2016 09/13/2016 244.04 916 100.05.71.01.5711 2032223256 1 Invoice PRINT 08/31/2016 09/13/2016 439.15 916 100.05.71.01.5711 2032235954 1 Invoice PRINT 08/31/2016 09/13/2016 967.09 916 100.05.71.01.5711 2032252212 1 Invoice PRINT 08/31/2016 09/13/2016 347.58 916 100.05.71.01.5711 5014195515 1 Invoice PRINT 08/03/2016 08/09/2016 29.95 816 100.05.71.01.5711 5014204049 1 Invoice PRINT 08/03/2016 08/09/2016 101.95 816 100.05.71.01.5711 5014212472 1 Invoice PRINT 08/15/2016 08/23/2016 59.16 816 100.05.71.01.5711 5014221140 1 Invoice PRINT 08/18/2016 08/23/2016 171.06 816 100.05.71.01.5711 5014229091 1 Invoice PRINT 08/31/2016 09/13/2016 148.54 916 100.05.71.01.5711 5014237892 1 Invoice PRINT 08/31/2016 09/13/2016 156.05 916 100.05.71.01.5711 5014237893 1 Invoice PRINT 08/31/2016 09/13/2016 13.54 916 100.05.71.01.5711 Total BAKER & TAYLOR COMPANY:11,085.99 BAKER & TAYLOR ENTERTAINMENT B20282850 1 Invoice AV 08/03/2016 08/09/2016 49.67 816 100.05.71.02.5711 B20282851 1 Invoice AV 08/03/2016 08/09/2016 32.38 816 100.05.71.02.5711 B20389590 1 Invoice AV 08/03/2016 08/09/2016 12.73 816 100.05.71.02.5711 B20798120 1 Invoice AV 08/03/2016 08/09/2016 18.70 816 100.05.71.02.5711 B20798121 1 Invoice AV 08/03/2016 08/09/2016 64.68 816 100.05.71.02.5711 B20919890 1 Invoice AV 08/03/2016 08/09/2016 139.52 816 100.05.71.02.5711 B20953100 1 Invoice AV 08/03/2016 08/09/2016 7.69 816 100.05.71.02.5711 B20956430 1 Invoice AV 08/03/2016 08/09/2016 13.48 816 100.05.71.02.5711 B21035840 1 Invoice AV 08/03/2016 08/09/2016 11.88 816 100.05.71.02.5711 B21055640 1 Invoice AV 08/03/2016 08/09/2016 82.22 816 100.05.71.02.5711 B21225760 1 Invoice AV 08/03/2016 08/09/2016 141.77 816 100.05.71.02.5711 B21274240 1 Invoice AV 08/03/2016 08/09/2016 52.02 816 100.05.71.02.5711 B21274241 1 Invoice AV 08/03/2016 08/09/2016 162.66 816 100.05.71.02.5711 B21274242 1 Invoice AV 08/03/2016 08/09/2016 95.72 816 100.05.71.02.5711 B21274243 1 Invoice AV 08/03/2016 08/09/2016 39.57 816 100.05.71.02.5711 B21274244 1 Invoice AV 08/03/2016 08/09/2016 17.99 816 100.05.71.02.5711 B21354730 1 Invoice AV 08/03/2016 08/09/2016 9.33 816 100.05.71.02.5711 B21354731 1 Invoice AV 08/03/2016 08/09/2016 14.39 816 100.05.71.02.5711 B21757710 1 Invoice AV 08/15/2016 08/23/2016 13.64 816 100.05.71.02.5711 B21859400 1 Invoice AV 08/15/2016 08/23/2016 11.89 816 100.05.71.02.5711 B21859401 1 Invoice AV 08/15/2016 08/23/2016 93.56 816 100.05.71.02.5711 B21859402 1 Invoice AV 08/15/2016 08/23/2016 67.03 816 100.05.71.02.5711 B21859403 1 Invoice AV 08/15/2016 08/23/2016 14.39 816 100.05.71.02.5711 CITY OF MUSKEGO Payment Approval Report - Library Board Report Alpha Page: 2 Report dates: 8/1/2016-8/31/2016 Sep 01, 2016 08:42AM Invoice Number SeqNo Type Description Invoice Date Payment Due Date Total Cost GL Period GL Account Number B21909810 1 Invoice AV 08/15/2016 08/23/2016 14.39 816 100.05.71.02.5711 B22048460 1 Invoice AV 08/15/2016 08/23/2016 9.33 816 100.05.71.02.5711 B22776800 1 Invoice AV 08/31/2016 09/13/2016 549.55 916 100.05.71.02.5711 B23048540 1 Invoice AV 08/31/2016 09/13/2016 33.94 916 100.05.71.02.5711 B23048541 1 Invoice AV 08/31/2016 09/13/2016 145.40 916 100.05.71.02.5711 B23048542 1 Invoice AV 08/31/2016 09/13/2016 7.19 916 100.05.71.02.5711 B23048543 1 Invoice AV 08/31/2016 09/13/2016 93.58 916 100.05.71.02.5711 B23169670 1 Invoice AV 08/31/2016 09/13/2016 66.08 916 100.05.71.02.5711 B23250880 1 Invoice AV 08/31/2016 09/13/2016 22.06 916 100.05.71.02.5711 B23662820 1 Invoice AV 08/31/2016 09/13/2016 17.99 916 100.05.71.02.5711 B23668190 1 Invoice AV 08/31/2016 09/13/2016 11.88 916 100.05.71.02.5711 B23668191 1 Invoice AV 08/31/2016 09/13/2016 71.97 916 100.05.71.02.5711 B23668192 1 Invoice AV 08/31/2016 09/13/2016 112.26 916 100.05.71.02.5711 B23668193 1 Invoice AV 08/31/2016 09/13/2016 32.39 916 100.05.71.02.5711 B23803560 1 Invoice AV 08/31/2016 09/13/2016 28.07 916 100.05.71.02.5711 B23803650 1 Invoice AV 08/31/2016 09/13/2016 15.08 916 100.05.71.02.5711 B23928770 1 Invoice AV 08/31/2016 09/13/2016 10.18 916 100.05.71.02.5711 B560237CM 1 Invoice CREDIT - RETURNS 08/31/2016 09/13/2016 115.16- 916 100.05.71.02.5711 T42445080 1 Invoice AV 08/31/2016 09/13/2016 34.00 916 100.05.71.02.5711 T42664160 1 Invoice AV 08/31/2016 09/13/2016 12.73 916 100.05.71.02.5711 Total BAKER & TAYLOR ENTERTAINMENT:2,339.82 COMPLETE OFFICE OF WIS 623328 1 Invoice MISC OFFICE SUPPLIES 08/15/2016 08/23/2016 62.64 816 100.05.71.00.5701 629150 1 Invoice MISC OFFICE SUPPLIES 08/18/2016 08/23/2016 19.56 816 100.05.71.00.5701 629150 2 Invoice PROMOTIONAL MATERIALS 08/18/2016 08/23/2016 47.90 816 100.05.71.00.6062 637737 1 Invoice MISC OFFICE SUPPLIES 08/31/2016 09/13/2016 116.92 916 100.05.71.00.5701 Total COMPLETE OFFICE OF WIS:247.02 DEMCO EDUCATIONAL CORP 5926171 1 Invoice MISC OFFICE SUPPLIES 08/15/2016 08/23/2016 142.68 816 100.05.71.00.5701 5932427 1 Invoice PROCESSING SUPPLIES 08/18/2016 08/23/2016 203.38 816 100.05.71.00.5701 5941828 1 Invoice PROCESSING SUPPLIES 08/31/2016 09/13/2016 225.76 916 100.05.71.00.5701 Total DEMCO EDUCATIONAL CORP:571.82 EAGLE MEDIA, INC. 00122535 1 Invoice SIGNAGE 08/18/2016 08/23/2016 52.00 816 100.05.71.00.5701 Total EAGLE MEDIA, INC.:52.00 ELLIOTT'S ACE HARDWARE 601005/082316 2 Invoice LIBRARY MAINT 08/12/2016 08/23/2016 67.82 816 100.05.71.00.5415 Total ELLIOTT'S ACE HARDWARE:67.82 FINDAWAY WORLD,LLC 191141 1 Invoice AV 08/18/2016 08/23/2016 39.99 816 100.05.71.02.5711 191393 1 Invoice AV 08/15/2016 08/23/2016 35.99 816 100.05.71.02.5711 193958 1 Invoice AV 08/31/2016 09/13/2016 771.87 916 100.05.71.02.5711 Total FINDAWAY WORLD,LLC:847.85 FIRST BUSINESS 0067/082316 3 Invoice AMAZON-PORTABLE PA SYSTEM 07/27/2016 08/23/2016 65.14 816 100.05.71.00.5505 3889/082316 1 Invoice MISC OFFICE SUPPLIES 07/27/2016 08/23/2016 7.35 816 100.05.71.00.5701 CITY OF MUSKEGO Payment Approval Report - Library Board Report Alpha Page: 3 Report dates: 8/1/2016-8/31/2016 Sep 01, 2016 08:42AM Invoice Number SeqNo Type Description Invoice Date Payment Due Date Total Cost GL Period GL Account Number 3889/082316 2 Invoice AV 07/27/2016 08/23/2016 106.05 816 100.05.71.02.5711 3889/082316 3 Invoice AV 07/27/2016 08/23/2016 75.92 816 100.05.71.02.5711 3905/082316 1 Invoice FOL - PR TOTAL 07/27/2016 08/23/2016 180.37 816 100.05.71.00.5752 3905/082316 2 Invoice RETURNS FOL 07/27/2016 08/23/2016 6.47- 816 100.05.71.00.5752 3905/082316 3 Invoice ELECTRONIC MATERIAL 07/27/2016 08/23/2016 689.29 816 100.05.71.03.5711 3905/082316 4 Invoice PRINT MATERIAL 07/27/2016 08/23/2016 27.77 816 100.05.71.01.5711 3913/082316 1 Invoice FOL - PR 07/27/2016 08/23/2016 248.93 816 100.05.71.00.5752 3913/082316 2 Invoice BRIDGES GRANT 07/27/2016 08/23/2016 149.55 816 100.05.71.00.5740 3913/082316 3 Invoice REFUND - BRIDGES GRANT 07/27/2016 08/23/2016 29.91- 816 100.05.71.00.5740 3913/082316 4 Invoice ELECTRONIC MATERIALS 07/27/2016 08/23/2016 2.99 816 100.05.71.03.5711 3939/082316 4 Invoice TOWN HALL MAINT 07/27/2016 08/23/2016 11.10 816 100.05.71.00.5415 3939/082316 5 Invoice LIBRARY SUPPLIES 07/27/2016 08/23/2016 119.40 816 100.05.71.00.5701 Total FIRST BUSINESS:1,647.48 JAMES IMAGING SYSTEMS INC (lease) 310904917 1 Invoice PUBLIC PRINT SYSTEM 08/29/2016 09/13/2016 437.68 816 100.05.71.00.5401 Total JAMES IMAGING SYSTEMS INC (lease):437.68 JANI-KING INC- MILW REGION MIL08160156 3 Invoice CLEANING - LIBRARY - AUGUST 08/01/2016 08/09/2016 3,049.00 816 100.05.71.00.5835 Total JANI-KING INC- MILW REGION:3,049.00 JM BRENNAN, INC. SALES000077 1 Invoice PUMP REPAIR 08/18/2016 08/23/2016 6,616.28 816 100.05.71.00.5415 Total JM BRENNAN, INC.:6,616.28 LAKELAND SUPPLY, INC. 078755 3 Invoice PAPER PRODUCTS - LIBRARY 08/01/2016 08/09/2016 530.76 816 100.05.71.00.5703 078755 4 Invoice VOLUME DISCOUNT (35% OF OR 08/01/2016 08/09/2016 26.54- 816 100.05.71.00.5703 Total LAKELAND SUPPLY, INC.:504.22 MICROMARKETING LLC 629238 1 Invoice AV 08/03/2016 08/09/2016 29.99 816 100.05.71.02.5711 629821 1 Invoice AV 08/03/2016 08/09/2016 42.00 816 100.05.71.02.5711 630021 1 Invoice AV 08/03/2016 08/09/2016 24.99 816 100.05.71.02.5711 630725 1 Invoice AV 08/03/2016 08/09/2016 39.99 816 100.05.71.02.5711 631585 1 Invoice AV 08/15/2016 08/23/2016 39.99 816 100.05.71.02.5711 632422 1 Invoice AV 08/15/2016 08/23/2016 39.99 816 100.05.71.02.5711 Total MICROMARKETING LLC:216.95 MIDWEST TAPE 94128101 1 Invoice AV 08/03/2016 08/09/2016 72.42 816 100.05.71.02.5711 94166251 1 Invoice AV 08/03/2016 08/09/2016 34.63 816 100.05.71.02.5711 94213223 1 Invoice AV 08/31/2016 09/13/2016 17.84 916 100.05.71.02.5711 94231022 1 Invoice AV 08/31/2016 09/13/2016 144.84 916 100.05.71.02.5711 94231024 1 Invoice AV 08/31/2016 09/13/2016 65.07 916 100.05.71.02.5711 94246621 1 Invoice AV 08/31/2016 09/13/2016 10.49 916 100.05.71.02.5711 Total MIDWEST TAPE:345.29 OUR WISCONSIN OU082316 1 Invoice PRINT 08/18/2016 08/23/2016 18.98 816 100.05.71.01.5711 CITY OF MUSKEGO Payment Approval Report - Library Board Report Alpha Page: 4 Report dates: 8/1/2016-8/31/2016 Sep 01, 2016 08:42AM Invoice Number SeqNo Type Description Invoice Date Payment Due Date Total Cost GL Period GL Account Number Total OUR WISCONSIN:18.98 PENGUIN RANDOM HOUSE LLC 1087988898 1 Invoice AV 08/03/2016 08/09/2016 40.00 816 100.05.71.02.5711 1087995970 1 Invoice AV 08/03/2016 08/09/2016 45.00 816 100.05.71.02.5711 1087996658 1 Invoice AV 08/03/2016 08/09/2016 35.00 816 100.05.71.02.5711 1088060095 1 Invoice AV 08/03/2016 08/09/2016 40.00 816 100.05.71.02.5711 1088150685 1 Invoice AV 08/18/2016 08/23/2016 40.00 816 100.05.71.02.5711 1088269935 1 Invoice AV 08/31/2016 09/13/2016 40.00 916 100.05.71.02.5711 1088319894 1 Invoice AV 08/31/2016 09/13/2016 80.00 916 100.05.71.02.5711 1088327213 1 Invoice AV 08/31/2016 09/13/2016 35.00 916 100.05.71.02.5711 Total PENGUIN RANDOM HOUSE LLC:355.00 RECORDED BOOKS 75368734 1 Invoice AV 08/03/2016 08/09/2016 13.90 816 100.05.71.02.5711 Total RECORDED BOOKS:13.90 RELIANCE BARCODE SOLUTIONS 1095 1 Invoice PROCESSING SUPPLIES 08/03/2016 08/09/2016 266.14 816 100.05.71.00.5701 Total RELIANCE BARCODE SOLUTIONS:266.14 RESEARCH TECHNOLOGY INTERNATIONAL 198617 1 Invoice MISC SUPPLIES 08/03/2016 08/09/2016 95.55 816 100.05.71.00.5701 Total RESEARCH TECHNOLOGY INTERNATIONAL:95.55 SAFEWAY PEST MANAGEMENT INC. 533225 1 Invoice PEST CONTROL 08/15/2016 08/23/2016 30.00 816 100.05.71.00.5415 535996 1 Invoice PEST CONTROL 08/31/2016 09/13/2016 30.00 916 100.05.71.00.5415 Total SAFEWAY PEST MANAGEMENT INC.:60.00 THE PENWORTHY COMPANY LLC 0518507-IN 1 Invoice PRINT 08/03/2016 08/09/2016 664.60 816 100.05.71.01.5711 Total THE PENWORTHY COMPANY LLC:664.60 U.S. CELLULAR 0148850909 8 Invoice Monthly Charge -Library 08/11/2016 08/23/2016 25.00 816 100.05.71.00.5602 Total U.S. CELLULAR:25.00 USA FIRE PROTECTION 249313 1 Invoice ANNUAL SPRINKLER INSPECTION 08/31/2016 09/13/2016 465.00 916 100.05.71.00.5415 Total USA FIRE PROTECTION:465.00 WE ENERGIES 5499-564-961/1 Invoice LIBRARY - GAS 08/04/2016 08/09/2016 303.39 816 100.05.71.00.5910 5499-564-961/2 Invoice LIBRARY - ELECTRIC 08/04/2016 08/09/2016 5,909.67 816 100.05.71.00.5910 Total WE ENERGIES:6,213.06 CITY OF MUSKEGO Payment Approval Report - Library Board Report Alpha Page: 5 Report dates: 8/1/2016-8/31/2016 Sep 01, 2016 08:42AM Invoice Number SeqNo Type Description Invoice Date Payment Due Date Total Cost GL Period GL Account Number Grand Totals:36,206.45 Report Criteria: Detail report. Invoices with totals above $0 included. Paid and unpaid invoices included. [Report].Description = {<>} "1099 adjustment" Invoice Detail.Type = {>} "adjustments" Invoice Detail.GL account = "1000571000000"-"1000571999999","5020000000000"-"5029999999999","5030000000000"-"5039999999999" S73 W16663 Janesville Road Muskego, WI 53150 (262) 971-2100 www.cityofmuskego.org/library Director’s Report September, 2016 1. Children’s update (from Abby Bussen, Children’s Librarian): August came and went, with our successful summer reading program wrapping up on the 13th. With children who enrolled individually and those who entered with their childcare provider as a group, we had 903 total registrations aged 12 and under. This is over 100 more than the previous year, so we were pleased to see that our intense promotion and planning had a positive impact on our totals. Those 903 children turned in 2, 198 weekly BINGO sheets and 224 monthly bonus challenge sheets. We also had several families participate in our optional Vacation Game for those weeks they were away. Our summer programming totals were similarly impressive: Over the course of 115 programs, we had 5,233 children and adults attend a library program this summer. While storytimes continued after summer reading, Abby and Jane worked hard with Amanda to plan all the programs for September-December. There is so much to look forward to for the end of 2016! 2. Young Adult update (from Amanda Hyland, Young Adult Librarian): During the month of October, teens will have the opportunity to participate in a mock presidential election, with the candidates being fictional characters such as President Snow from Hunger Games, Voldermort from Harry Potter, Queen Levana from Cinder, etc. Ballots must be submitted before November 8, and the winner will be revealed on November 9. Also, on October 27, the library will have a pumpkin painting program for both kids and teens. Teen Advisory Board will meet on October 13. 3. Adult Services update (from Elke Saylor, Head of Reference): The 2016 Adult Summer Reading Program was a huge success! Registration for the program doubled from last year with 192 participants. A total of 783 entry slips were submitted, a 26% increase over last summer’s entries. During the 10 week program 26 prizes donated from area businesses and valued at total of $1,240 were given out. Now that summer is over, we are easing back into a busy fall adult programming season: • On 9/20, the Milwaukee County Historical Society is giving a presentation on the “History of Brewing in Milwaukee” related to their recent exhibit on this topic. • Partnering with the Aging and Disability Resource Center we are currently running a seven-week program series called “Boost Your Brain and S73 W16663 Janesville Road Muskego, WI 53150 (262) 971-2100 www.cityofmuskego.org/library Memory.” The program combines light exercise, social engagement, and nutrition information along with activities to simulate intellectual activity and strategies to increase information retention and be more organized. Workshop size was capped at 20 participants, and with several names left on our waiting list we are likely to run similar program series with the ADRC in the future. • Several libraries in the Bridges Library System have partnered with Generation on Line to bring a program series called “Sip and Swipe Cafes” to the Midwest. Originally offered in coffee shops on the East Coast, Sip and Swipes are senior tablet training programs that assist older adults in learning the basics of tablet use and navigation. In four sessions seniors learn to use software created by Generations on Line at their own pace to progress from tapping and swiping to performing internet searches and checking emails. We are able to offer this program series at no direct cost to the library as we received access to the software through a grant and are using tablets we already own. • A heads-up for October: on Saturday October 29, Mark Moran will be back with his popular Antiques and Collectibles Appraisal Event. Registration is required and the 40 time slots fill up fast. Anyone with bigger items wishing for a home visit can contact Mark and set this up while he is in town. 4. I presented the Library Board’s 2017 capital requests to the Committee of the Whole in late August. Gail was present and helped make a case for some items. Six aldermen were present (as you know, Ald. Hammel had a planned absence), and they reviewed each project and took a straw poll for each item. After discussion, the Committee of the Whole expressed unanimous support for each project. The projects will now be included in the published capital budget, and will be voted on by the Council in late October. As a reminder, the projects for 2017 included: a. Children’s Area Redesign, $61,500. (This project was split into two parts, with another $41,500 to be reviewed next year for 2018.) b. HVAC system controls, $45,000. c. Meeting room technology improvements, $6,800. d. Public furniture, $8,000. (For 8 soft chairs in the magazine area.) e. Staff workstations, $3,750. (For staff work chairs.) S73 W16663 Janesville Road Muskego, WI 53150 (262) 971-2100 www.cityofmuskego.org/library f. Carpeting, $30,000. (This is from the 2016 capital request for carpeting for the Children’s area. The annual amounts for carpeting the remaining portions of the library will start in 2018.) 5. The Library Board’s Strategic Planning Committee met last week to discuss possible projects for the Library’s 2017 Action Plan. In addition to the planned 2017 capital items, the committee discussed possible action items such as enhanced programming for all ages, outreach and marketing plans, and electronic enhancements for the Library. Library staff will be developing a draft action plan, which will be reviewed by the committee in early November. After approval by the Strategic Planning Committee, the proposed Action Plan will be brought to the full Library Board. 6. Building update: City Maintenance Employee George Wolwark investigated a potential project to install variable frequency drivers on the Library’s boiler pump motors. These drivers will initiate a soft start protocol for startup and prevent damage to motors, pumps, and couplers. The quote that George received for this project is $2,000. The Library already had some significant unexpected repair costs in 2016, and the Buildings and Maintenance account will already be exceeded this year. George consulted with City Finance Director Sharon Mueller, and it was determined that the best course of action would be to request additional funds from the City to proceed with this project. 7. The Bridges Library System is holding their annual Library Trustees Dinner on Tuesday, October 4 at the Country Spring Hotel and Conference Center in Pewaukee. Amy Reichert, an author and Hartland Public Library Board Trustee, is the guest speaker. Library Board members can attend as a guest of the system, and the cost for other attendees is $26. Board members should have received an invitation, and the deadline to RSVP is September 23. 8. Employee Anniversaries in September: 4 years Elke Saylor, Head of Reference 4 years Samantha Quail, Adult Librarian 2 years Heather Ziolecki, Aide JAN FEB MAR APR MAY JUN JUL AUG SEPT OCT NOV DEC Through Aug Checkouts 2015 22,289 20,903 23,726 20,787 19,380 27,204 27,944 24,319 20,666 21,756 21,377 17,132 186,552 2016 22,245 22,848 24,440 23,347 20,907 28,260 27,967 27,839 197,853 % Change -0.2%9.3%3.0%12.3%7.9%3.9%0.1%14.5%6.1% eBook Checkouts 2015 1,323 1,300 1,384 1,241 1,334 1,275 1,453 1,556 1,363 1,389 1,386 1,083 10,866 2016 1,654 1,528 1,647 1,522 1,563 1,446 1,547 1,500 12,407 % Change 25.0%17.5%19.0%22.6%17.2%13.4%6.5%-3.6%14.2% Self-Service Transaction Percentage of Total Circ (Self-check, Online Renewals, and eBook Checkouts/Checkouts and eBook Checkouts) 2015 52.2%54.1%53.7%55.8%56.1%52.2%54.7%57.1%54.7%56.7%57.3%49.5%54.5% 2016 57.0%57.1%57.7%55.7%59.5%55.1%57.4%57.3% Library Visits 2015 11,050 11,136 12,309 11,399 9,834 14,646 13,315 12,222 10,828 10,692 9,855 8,132 95,911 2016 11,004 11,575 12,858 11,846 10,365 14,063 12,930 13,343 97,984 % Change -0.4%3.9%4.5%3.9%5.4%-4.0%-2.9%9.2%2.2% Reference Transactions 2015 1,500 1,632 1,714 1,363 1,100 1,584 1,362 1,188 1,172 1,185 1,123 1,168 11,443 2016 1,323 1,415 1,434 1,244 1,069 1,279 1,166 1,239 10,169 % Change -11.8%-13.3%-16.3%-8.7%-2.8%-19.3%-14.4%4.3%-11.1% Meeting Room Use 2015 91 101 123 110 88 64 62 54 74 86 75 59 693 2016 82 83 98 83 81 76 47 64 614 % Change -9.9%-17.8%-20.3%-24.5%-8.0%18.8%-24.2%18.5%-11.4% Monthly Statistics for Muskego Public Library 2016 S73 W16663 Janesville Road Muskego, WI 53150 (262) 971-2100 www.cityofmuskego.org/library TO: LIBRARY BOARD FROM: PETE LOEFFEL, DIRECTOR SUBJECT: LIBRARY AIDE AND SHELVER JOB DESCRIPTIONS DATE: SEPTEMBER 13, 2016 CC: The Library Shelver and Library Aide job descriptions were last reviewed by the Library Board in 2012. At the time, these job descriptions were created based on examples from the fourth edition of Position Classifications for Wisconsin Public Libraries. My senior staff and I are satisfied with the job descriptions as currently written, and I am not recommending any changes at this time. Library Shelver City of Muskego Position Description Name: Department: Library Position Title: Library Shelver Pay Grade: 6 FLSA: N Date: Reports To: Circulation Supervisor Category D – Position I (Position Classifications for Wisconsin Public Libraries, 4 th Edition) Purpose of Position Under immediate supervision, reshelves library materials, maintains materials in the library collection in a neat and orderly fashion, assists in other support tasks as assigned. Duties and Responsibilities The following duties are normal for this position. These are not to be construed as exclusive or all -inclusive. Other duties may be required and assigned. Performs alpha-numeric sorting and filing tasks. Inspects and arranges returned materials on book trucks and reshel ves them in proper order. Shelfreads and straightens materials on the shelves or in the collection while shelving and in other assigned areas. Empties book drop and takes returned items to the proper place for checking in. Refers non-directional questions to appropriate staff member(s). Pulls materials for interlibrary loan requests. Assists with library programs and displays as needed. Assists users in using self-check and photocopying equipment. Performs light housekeeping. Performs other related work. Knowledge and Abilities Ability to effectively present information and respond to questions from patrons. Ability to follow detailed directions. Ability to maintain confidentiality of library patron information. Ability to maintain a regular work schedule. Ability to perform moderately heavy physical work. Ability to sort efficiently in alphabetic or numeric order and to develop a working understanding of library classification systems. Ability to understand and perform assigned library procedures. Good interpersonal skills and ability to maintain and foster cooperative and courteous working relationship with the public, peers and supervisors. Physical Demands of the Position Ability to work in confined spaces. Bending/twisting and reaching. Climbing: ascending and descending short footstool. Far vision at 20 feet or further; near vision at 20 inches or less. Fingering: keyboarding, writing, filing, sorting, shelving, and processing. Handling: processing, picking up and shelving library materials. Lifting and carrying: 50 pounds or less. Pushing and pulling: objects weighing 300-400 pounds on wheels. Library Shelver Sitting, standing, walking, climbing, stooping, kneeling and crouching. Talking and hearing; use of the telephone. Environmental Adaptability Ability to work under safe and comfortable conditions where exposure to environmental factors such as repetitive computer keyboard use and light repetitive lifting poses a risk of injury. Mental Requirements Ability to apply technical knowledge. Ability to comprehend and follow instructions: effectively follow instructions from supervisor. Ability to deal with abstract and concrete variables. Communication skills: effectively communicate ideas and information both in written and verbal form. Mathematical ability: calculate basic arithmetic problems (addition, subtraction, multiplication and division) without the aid of a calculator. Reading ability: effectively read and understand information contained in memoranda, reports and bulletins, etc. Time management: set priorities in order to meet assignment deadlines. Environmental and Working Conditions Primarily an inside work environment. Evening and weekend hours may be required. Education and Experience Must be at least 16 years of age. Eligible for a child labor work permit, if required. No experience required. The City of Muskego is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encou rages both prospective and current employees to discuss potential accommodations with the employer. ___________________________ ___________________________ Employee's Signature Supervisor's Signature ___________________________ ___________________________ Date Date Approved by the Library Board – June, 2012 Library Aide 1414 City of Muskego Position Description Name: Department: Library Position Title: Library Aide Pay Grade: 8 FLSA: N Date: Reports To: Circulation Supervisor Category D – Position II (Position Classifications for Wisconsin Public Libraries, 4th Edition) Purpose of Position Under immediate supervision, performs routine circulation, clerical and other library work as required. Duties and Responsibilities The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned. • Assists library users at the circulation desk, such as checking materials in and out, registering patrons, collecting fines, etc. • Arranges returned materials on book trucks and reshelves them in proper order. • Shelfreads and straightens materials on the shelves or in the collection while shelving and in other assigned areas. • Sorts and routes books, periodicals, and other library materials. • Pulls materials for interlibrary requests and checks in deliveries of interlibrary loan materials. • Does keyboarding and filing. • Process, repairs, reconditions and withdraws library materials. • Assists with library programs and displays as needed. • Assists users in using self-check and photocopying equipment. • Answers directional questions and refers patrons to appropriate personnel. • Notifies patrons regarding circulation matters. • Performs light housekeeping. • Performs other related work. Knowledge and Abilities • Ability to effectively present information and respond to questions from patrons. • Ability to follow detailed directions. • Ability to maintain confidentiality of library patron information. • Ability to maintain a regular work schedule. • Ability to operate library business machines properly, including keyboarding skills. • Ability to use computer software and manage computer technology. • Ability to perform moderately heavy physical work. • Ability to sort efficiently in alphabetic or numeric order and to develop a working understanding of library classification systems. • Ability to understand and perform assigned library procedures. • Good interpersonal skills and ability to maintain and foster cooperative and courteous working relationship with the public, peers and supervisors. Library Aide 1414 Physical Demands of the Position • Ability to work in confined spaces. • Bending/twisting and reaching. • Climbing: ascending and descending short footstool. • Far vision at 20 feet or further; near vision at 20 inches or less. • Fingering: keyboarding, writing, filing, sorting, shelving, and processing. • Handling: processing, picking up and shelving library materials. • Lifting and carrying: 50 pounds or less. • Pushing and pulling: objects weighing 300-400 pounds on wheels. • Sitting, standing, walking, climbing, stooping, kneeling and crouching. • Talking and hearing; use of the telephone. Environmental Adaptability Ability to work under safe and comfortable conditions where exposure to environmental factors such as repetitive computer keyboard use and light repetitive lifting poses a risk of injury. Mental Requirements • Ability to apply technical knowledge. • Ability to comprehend and follow instructions: effectively follow instructions from supervisor. • Ability to deal with abstract and concrete variables. • Ability to interpret technical regulations and instructions. • Communication skills: effectively communicate ideas and information both in written and verbal form. • Mathematical ability: calculate basic arithmetic problems (addition, subtraction, multiplication and division) without the aid of a calculator. • Reading ability: effectively read and understand information contained in memoranda, reports and bulletins, etc. • Time management: set priorities in order to meet assignment deadlines. Environmental and Working Conditions • Primarily an inside work environment. • Evening and weekend hours required. Education and Experience • High school diploma or equivalent, as demonstrated by prior work experience or documented accomplishments. • No experience required. The City of Muskego is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. ___________________________ ___________________________ Employee's Signature Supervisor's Signature ___________________________ ___________________________ Date Date Approved by the Library Board – June, 2012 Planning for the Library’s Future TE11-1 11 Planning for the Library’s Future The Importance of Planning: Why Plan? How often do you leave for the grocery store without a list and come back with dozens of items you didn’t need, but without the one or two things you absolutely needed? Nobody would ever think of building a house or starting a business without a plan. Yet it is often hard to convince library directors and library boards to create a strategic plan. The most frequent excuse is “We don’t have time” or “We are too busy getting our work done.” Information technology, publishing and the book industry, and society itself are in the middle of the greatest series of changes since the invention of the printing press. In 1990, few libraries had computers. Now, they are everywhere. In 1980, women were just entering the workforce in large numbers, and many smaller Wisconsin communities had few, if any, minority residents. Library services must change to reflect changes in our communities. They cannot exist in a vacuum. The library board or director that refuses to plan is like the s hopper going to the store without a shopping list. The library may well be offering dozens of services that are not really needed by the community, while failing to offer the one or two services that might provide a great benefit. Planning for libraries is a process of envisioning the future of both the community and the library and setting a direction for library movement toward a chosen future vision. Planning helps the staff and board understand the situation of their community, set priorities, and establish methods for achieving those priorities. The planning document provides a record of the decisions made during that process. The document also becomes a guide for decision-making and action by staff and the board. Planning Essentials—Getting Started Size doesn’t matter. Every library needs a plan, no matter how small or how large the library and community may be. However, just as a shopping list will be different for the single person and the family of ten, the process followed to create a plan will depend on the size of library and community involved with the project. Large and even many medium-sized libraries, or those libraries accustomed to planning, may have the resources and experience to undertake a full-blown process such as that described in the Planning for Results 1 process. Planning for Results provides a blueprint for creating a vision of the future for a library and its community, along with a blueprint for creating the services that will enable a library achieve its vision. Planning for Results, because it is so thorough, describes a fairly time-intensive process involving a large cast of players. Any library, 1 Wilson, William James, et al. Planning for Results: A Public Library Transformation Process. ALA, 1998 In This Trustee Essential The importance of planning Planning essentials— getting started A plan outline Where to go for help TE11-2 Trustee Essentials: A Handbook for Wisconsin Public Library Trustees including smaller libraries or those new to planning, will benefit from undertaking the process outlined in Planning for Results if its board and staff have the commitment, time, and resources to follow through. However, for novice planners, the process is less important than the fact that planning is carried out . First-time planners often want to follow a simplified process that is less time-intensive. Even a simplified process will help the board and staff gain vital information about the library and community, as well as the experience and confidence needed to expand the process during the next planning cycle. Who should be involved? The minimum number needed to draft a strategic plan is one. However, just as the grocery shopper benefits from consulting spouse and family before leaving for the store, the strategic plan for the library benefits from input from multiple individuals. The library director, with the help of system staff, can be relied on to gather statistics about a community. Important statistics include: Population size of community broken down by age, gender, racial heritage, etc. The existence of large or growing groups of newcomers to the community, whether they are urban or rural transplants, new ethnic groups, or other. Economic factors regarding the community, such as household incomes and source of payrolls. Educational profile of the community. At the same time, the director and staff can gather facts about the library. Questions to ask include: What services are currently being offered? How have usage patterns been changing in the past few years? What is the composition of the collection? How many books does the library own? How many audiobooks? DVDs? Children’s books, etc.? What is the age of the collection? What is the average publication date for each section of the nonfiction collection? By discussing these and similar facts about the library and the community, the staff and board can come to some basic conclusions about the library on which to plan future services. A library with a small large-print collection in a community with a stable, aging population may want to buy more large-print books, for example. A science collection with relatively few titles less than one or two years old probably needs updating. One of the best ways to gather insight regarding your library is to see how it stacks up against current state recommended standards. Wisconsin Public Library Standards is updated about every five years. The Standards are not mandatory requirements from the state; rather they are suggestions for basic levels of service organized by library or community size. They suggest such things as basic Planning for the Library’s Future TE11-3 collection size for a specific community size. They even recommend a minimum funding requirement for a basic level of library service in the smallest communities. The Standards allow planners to look beyond the confines of their community. (For more information, see Trustee Essential #12: Library Standards.) By talking to other stakeholders, library planners can add to the strength and reliability of their plan as well as obtain buy-in from the public. There is an endless list of individuals and groups that might be consulted as part of a basic planning process. Which ones you choose will depend on your particular situation. Suggested players include: The mayor and city council (or equivalent) Municipal employees such as an economic development officer, senior center director, or recreation department director Representatives from the PTA and/or teachers union Representatives of active service groups such as Elks, Rotary, or Lions Representatives of other social/service organizations such as those representing growing minority populations Representatives of the religious community Current library users Those not currently using the library You get the picture. The more people you talk to about the community, the more information you will have to create your strategic plan. How do you gather information? Probably the most common mistake library planners make when consulting the community in preparation for a strategic plan is to ask people about the library. Neophyte planners ask what library services people are looking for. The real purpose of consulting all of these community representatives is to find out about them—what they are doing and what is important in their lives and work. The library staff and board are the experts in the broad array of possible library services. It is up to the experts to be creative in proposing new services or changes in services to meet emerging needs. The mayor and city council may be interested in developing tourism in a community, but they may never think of the library as a vehicle for collecting and disseminating local information of interest to tourists. If you ask someone what the library should be like, they will answer based on th eir preconceptions about what a library is. Instead, inquire about community needs and then apply library resources to fashion the services to help the community fill those needs. There are a variety of ways to ask this large array of players about community needs. One of the simplest but most effective is simply to invite them to the library or a neutral site and talk to them. Find someone who is experienced in conducting focus group interviews. Construct one or more groups built around particular interests, such as the needs of children in the community or the needs of TE11-4 Trustee Essentials: A Handbook for Wisconsin Public Library Trustees immigrants. Assist the interviewer in eliciting the opinions of interested parties regarding what is important to them. Library planners probably most often gather information by means of surveys. If you decide to use a survey, consider the following: What is the specific question you are trying to answer? What hypothesis are you testing? Don’t ask questions simply for the sake of asking. If you ask whether the respondent went to college, for example, how will having the information affect your investigation? How will you use the information? Will your survey reach the target audience? Surveys done in the library are useless for learning the needs and opinions of nonusers. Current library users do not necessarily represent a cross section of the community. How will your survey be distributed? How will your survey be tabulated? Do a pretest. Make sure that your respondents have the same understanding of the questions you do. Again, consider enlisting the help of someone experienced in writing and conducting surveys before you get started. This doesn’t have to cost anything. You may find a volunteer at a local chamber of commerce or a nearby university, or a local resident may be willing to help who has conducted surveys as part of his or her business. Your local library system should be able to offer assistance. If you write your own survey, at the very least have someone critique it for you. A poorly executed survey can have less value than no survey at all. It may even lead you to opposite conclusions from those you might have reached otherwise. A Plan Outline Okay, you’ve gathered all your information. What do you do with it? A simple plan might be organized like this: Introduction: Discuss the planning process: Who are you? What are your library and community like? How did you find this out? Who did you consult? How did you consult them? What did you find? Mission Statement: Which vision of the community are you are trying to support? What is the library’s role in supporting that vision? What is the reason the library exists? (See Sources of Additional Information below for information about developing a mission statement.) Service Responses: What are the specific services you will offer and, why? Planning for the Library’s Future TE11-5 Activities: Under each service, list the particular activities that will be carried out and what you intend to accomplish. How do these activities relate to the mission of the library? Evaluation: How will you measure the impact these services are having on the target population? How do you know if you are doing it right? What are your alternatives if you are not? The specific time frame your plan should cover will depend on how ambitious your plan is, or how many activities you hope to carry out. There is no magic formula that dictates that your plan should last five years, three years, or even one year. Do what makes sense for your library and your community. The most important thing you can do is to be adaptive. Follow your plan and revisit it along the way. Make sure it is taking you where you want to go, and revise it as necessary. At the end of the planning cycle, when all evaluations are in, start over. Create a new plan and perhaps go a little farther in your information-gathering process. Special Types of Planning In addition to general strategic planning for the entire library, you may also want to consider planning projects focusing on special issues such as technology or disaster preparedness. Many libraries participate in technology planning through their library system and therefore do not need to conduct their own technology planning project . Because new technologies can greatly expand the services and resources offered by a library, it is important that all libraries be involved in some type of technology planning. Most libraries will rarely experience a severe emergency or natural disaster, but it is best to be prepared, just in case. Fires, floods, tornadoes, and hazardous material accidents can endanger lives, and it is important for libraries to have plans and/or policies in place for dealing with these types of emergencies. It is also important for staff to be trained to handle emergencies properly, including medical emergencies. Plans and/or policies can also be established to prepare for recovery of library materials after an accident or disaster. The Wisconsin Public Library Policy Resources page has links to examples of emergency and disaster policies. See below for resources to help with accident and disaster preparedness planning. TE11-6 Trustee Essentials: A Handbook for Wisconsin Public Library Trustees Discussion Questions 1. Has your library had a plan before? What did it deal with? When was it done? 2. Who should be involved on the ground floor? Which staff members? Which board members? Who is available with the necessary expertise, including outside volunteers that might be able to help with the plan? 3. What resources does your library system have to assist you with planning? 4. Are there any other plans out there that you might consult (e.g., a comprehensive development plan written for the municipality; a comprehensive plan written for the school system; any plan written by the chamber of commerce)? 5. What do you hope to accomplish? What will you do with the plan once it is written? 6. How does your library compare with other libraries in similar communities? Do you meet or exceed recommended state standards? 7. Can your library system obtain samples of other strategic plans for your committee to look at? After examining them, ask, What was good about them? What didn’t you like? Sources of Additional Information Your library system staff (See Trustee Tool B: Library System Map and Contact Information.) Wisconsin Public Library Standards OWLS webpage on planning (owlsnet.org/l4l/planning) McClure, Charles R., et al. Planning and Role Setting for Public Libraries: A Manual of Options and Procedures. Chicago, IL: ALA, 1987. Nelson, Sandra. The New Planning for Results: A Streamlined Approach. Chicago, IL: ALA, 2001. Van House, Nancy A., et al. Output Measures for Public Libraries: A Manual of Standardized Procedures, 2nd ed. Chicago, IL: ALA, 1987. Wilson, William James, et al. Planning for Results: A Public Library Transformation Process. Chicago, IL: American Library Association, 1998. Zweizig, Douglas, et al. Evaluating Library Programs & Services: TELL IT! Madison, WI: UW School of Library and Information Studies, 1993. “Disaster Preparedness and Recovery.” American Library Association (www.ala.org/advocacy/govinfo/disasterpreparedness) Planning for the Library’s Future TE11-7 Western New York Disaster Preparedness and Recovery Manual for Libraries and Archives, Third edition 2003, Western New York Library Resources Council (www.wnylrc.org/uploads/documents/preservation/ disaster_preparedness/wnydisaster__manual2003.pdf) Conservation OnLine (CoOL), Disaster Preparedness and Response (palimpsest.stanford.edu/bytopic/disasters). Trustee Essentials: A Handbook for Wisconsin Public Library Trustees was prepared by the DLT with the assistance of the Trustee Handbook Revision Task Force. © 2002, 2012, 2015, 2016 Wisconsin Department of Public Instruction. Duplication and distri- bution for not-for-profit purposes are permitted with this copyright no- tice. This publication is also available online at http://dpi.wi.gov/pld/boa rds-directors/trustee- essentials-handbook