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LIBRARY BOARD STRATEGIC PLANNING COMMITTEE Packet - 12/9/2020CITY OF MUSKEGO LIBRARY BOARD STRATEGIC PLANNING COMMITTEE AGENDA 12/09/2020 5:00 PM Library Conference Room, S73 W16663 Janesville Road Please click the link below to join the webinar: https://us02web.zoom.us/j/84857162065 Or Call + 312 626 6799 Webinar ID: 848 5716 2065 CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL STATEMENT OF PUBLIC NOTICE PUBLIC COMMENT APPROVAL OF MINUTES July 14, 2020 Meeting Minutes CHAIRPERSON’S REPORT UNFINISHED BUSINESS NEW BUSINESS Discussion: 2021 Action Plan Draft 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. Packet Page 1 CITY OF MUSKEGO LIBRARY BOARD STRATEGIC PLANNING COMMITTEE MINUTES 07/14/2020 5:00 PM Library Conference Room, S73 W16663 Janesville Road This meeting will also be accessible via Zoom: https://us02web.zoom.us/j/84799709076 Meeting ID: 847 9970 9076 Call using 312-626-6799 CALL TO ORDER Vice President Konkel called the meeting to order at 5:02 PM. PLEDGE OF ALLEGIANCE ROLL CALL Present were Vice President Konkel, Trustees Darkow and Humphreys, Head of Reference Elke Saylor and Director Larson. STATEMENT OF PUBLIC NOTICE PUBLIC COMMENT APPROVAL OF MINUTES October 15, 2019 Meeting Minutes Trustee Darkow made a motion to approve the October 15, 2019 Minutes. Trustee Humphreys seconded. Motion Passed 3 in favor. CHAIRPERSON’S REPORT UNFINISHED BUSINESS NEW BUSINESS Discussion: 2021 Library Capital Budget COMMUNICATIONS AND MISCELLANEOUS BUSINESS AS AUTHORIZED BY LAW ADJOURNMENT Trustee Humphreys made a motion to adjourn. Trustee Darkow seconded. Motion Passed 3 in favor. Page 1 of 2 July 14, 2020 Meeting Minutes Packet Page 2 Meeting adjourned at 6:51 PM. 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. Page 2 of 2 July 14, 2020 Meeting Minutes Packet Page 3 Factors to consider while building the 2021 Action Plan According to project management experts, an Action Plan is: “…an action plan clarifies what resources you'll need to reach that goal, makes a timeline for the tasks to get to that goal and determines what team members you'll need to do it all.” 1. There is an unusually high amount of deferred or in-progress action items from the current year (2020) due to the pandemic. 2. While staff have gained back some time for other projects now that pandemic modifications are set up and running, there are still processes that take up more staff time (routine cleaning, quarantine material return measures, digitization of children’s programs, etc.) 3. As circumstances improve, there will be another large planning and implementation shift as staff prepare to resume services that had been suspended or modified, and reconfigure building. 4. Staff will continue to think of new ideas as well as respond to patron-driven needs that will take up additional project capacity space in 2021. 5. Staff will continue to perform their day to day duties (cataloging, purchasing, service desks, invoices, account management, etc). How should this be illustrated? In the Action Plan by repeated placeholders (as in the past)? An addendum of on-going day to day tasks? Not at all? 6. Factors such as staff load balancing, budget, and project magnitude have been taken into account (but there is no accounting for variables!). Page 1 of 5 Discussion: 2021 Action Plan Draft Packet Page 4 Strategic Plan Goals 1. FACILITIES (6 action items from 2020, 6 new action items for 2021) A. Update the Muskego Public Library facility to improve functionality for patrons and staff, by establishing ongoing maintenance directives for the building’s interior and exterior. Logistics planning of external maintenance door to connect access to rear interior HVAC controls to exterior units (quotes, feasibility) (DEFERRED from 2020) Brittany Replace carpeting in library proper (reference/computer area, Great Room, adult stacks) Brittany/Michele/Elke Young Adult area redesign Amanda/Jolyn/Brittany Reference desk redesign Elke/Brittany Implement general landscaping renewal Brittany New - Investigate gutter solution for west entrance Brittany Remove - Explore low budget ways to refresh existing bathrooms (DEFERRED from 2020) Recommend waiting for 2023 renovation B. Improve the quality and access to Muskego Public Library facilities to improve the patron experience. Consider aesthetic, comfort, and universal design. Improve aesthetics, comfort, and access in library study rooms (2020 IN PROGRESS) Michele/Brittany Resolve 2019 Accessibility Scan non-capital action items (2020 IN PROGRESS) Michele/Brittany/Sam Investigate initial estimates and design for library restroom renovations and water filling stations (DEFERRED from 2020) Brittany Investigate creation of more study rooms Brittany C. Introduce infrastructure changes leading to increased staff efficiencies and/or improved patron service levels. Logistics planning for RFID (Radio Frequency ID) implementation (project timeline, staff needs, quotes) (2020 IN PROGRESS) Brittany/Jane Evaluate effectiveness of wayfinding signage (external and internal) to determine ways to improve patron experience (DEFERRED from 2020) Brittany/Michele Investigate addition of drive-up book drop and holds window Brittany 2. SERVICES (12 action items from 2020, 11 new action items for 2021) A. Place a strong focus on programs and resources for children, especially related to early literacy. Develop copyright guidelines for children’s story times on social media Brittany/Abby Page 2 of 5 Discussion: 2021 Action Plan Draft Packet Page 5 Develop more parent education elements to include in story times Abby / Courtney Pilot an afternoon story time one day a week Abby B. Provide engaging services and programming to attract young adults. Enhance Library potential as a study and collaborative learning center for teens. Implement structured plan for continual young adult feedback (2020 IN PROGRESS) Amanda Offer programming with STEAM concepts for young adults (2020 IN PROGRESS) Amanda New - Offer grand reopening event for Teen Area Amanda and Jolyn New - Develop programming in remodeled Teen Area Amanda C. Develop innovative and appealing programming, plus enhance existing services, for a wide range of adults. Explore creating a lecture series (DEFERRED from 2020) Sam/Elke Investigate partnership with the Bridges Library System to create video tutorials Overdrive, Libby, online catalog, online card account for patrons (2020 IN PROGRESS) Sam Investigate grace period for fines and additional fine forgiveness days (DEFERRED from 2020) Jane Investigate expansion of deposit collections for senior living facilities (2020 IN PROGRESS) Laura/Elke Create programs targeted towards patrons in their 20s-30s (DEFERRED from 2020) Sam/Jolyn/Elke Offer Saturday afternoon movie events (with food) Sam New - Implement Winter Reading Challenge Sam/Amanda/Abby Remove Explore homebound delivery services (DEFERRED) close out this idea, do not carry over D. Develop all staff by providing access to high-quality professional development and continuing education opportunities. Introduce regular circulation staff meetings and training (2020 IN PROGRESS) Jane Provide annual staff training sessions (2020 IN PROGRESS) Brittany, Sam (e-resource training) E. Analyze how Muskego Public Library services reach our patrons. Reduce or remove barriers to Muskego Public Library service access. Investigate online chat reference through instant messaging platform (2020 IN PROGRESS) Brittany Investigate credit/debit cards for payment transactions (2020 IN PROGRESS) Brittany/Michele Explore creation of a Community Corner (drop off donation site for patrons) (2020 DEFERRED) Page 3 of 5 Discussion: 2021 Action Plan Draft Packet Page 6 Jolyn Evaluate Interlibrary Loan (ILL) processes Jolyn Investigate updating and expanding assistive technology offered Sam Review all Muskego Public Library fees Brittany Review Muskego Public Library fine structure and loan periods Jane/Brittany 3. COMMUNICATION/OUTREACH (12 action items from 2020, 8 new action items for 2021) A. Increase awareness and communication regarding Library resources, services, programs, and opportunities. Update Communication and Marketing Plan to support the 2020-2023 Strategic Plan (2020 IN PROGRESS) Brittany and Amanda Increase awareness and visibility of Library email communications (2020 PENDING) Brittany Implement texting for library communications where possible (2020 IN PROGRESS) Brittany Review strategic statements for improvement: mission, vision, values (2020 PENDING) Brittany Review all Muskego Public Library Board Policies and Bylaws & identify gaps (2020 DEFERRED) Brittany Review, update, and train on Muskego Library emergency procedures (2020 IN PROGRESS) Brittany Review records retention schedule (2020 DEFERRED) Michele Evaluate additional ways to market adult movie screenings (2020 DEFERRED) Sam Improve patron feedback processes (i.e. upgrade comment card box, create online forms for feedback and meeting room requests) (2020 PENDING) Michele Implement a welcome package for new Muskego Public Library card holders with potential tour Jane Create library advertising corners within each public meeting room Michele Evaluate quality of overdue notices in all formats (print, email, and recordings) Jane Redesign and development of 2020 local and state annual reports Brittany/Amanda New - Refine and expand documentation of Library public health crisis response for the future Brittany Remove Investigate ways to have the library’s program notifications become text notifications through Civic Plus (PENDING) close, fixed with app B. Collaborate and build partnerships with schools, non-profits, businesses, organizations, and community groups to expand service to capacities and increase engagement with the Library. Assess how to digitize and send Muskego Public Library historical newspaper holdings to State Historical Society (2020 IN PROGRESS) Elke Review 2035 City of Muskego Comprehensive Plan and evaluate Library intersection points Brittany New - Develop a nursing home intergenerational outreach program Courtney Page 4 of 5 Discussion: 2021 Action Plan Draft Packet Page 7 C. Increase Muskego Public Library advocacy and secure funding resources to maintain desired service levels. Support Friends in developing fundraiser planning initiatives (2020 IN PROGRESS) Brittany / Elke Work with the Friends to investigate planned giving opportunity (2020 PENDING) Brittany Support Friends in developing Membership Campaign Brittany / Elke Page 5 of 5 Discussion: 2021 Action Plan Draft Packet Page 8