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LBSPC060821packetCITY OF MUSKEGO LIBRARY BOARD STRATEGIC PLANNING COMMITTEE AGENDA 06/08/2021 5:00 PM Library Conference Room Please click the link below to join the webinar: https://us02web.zoom.us/j/82837965899 Webinar ID: 828 3796 5899 Phone: US: +1 312 626 6799 CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL STATEMENT OF PUBLIC NOTICE PUBLIC COMMENT APPROVAL OF MINUTES December 09, 2020 Meeting Minutes Library Board Strategic Planning Committee - Minutes - 12-9-2020.pdf CHAIRPERSON'S REPORT UNFINISHED BUSINESS NEW BUSINESS Discussion: 2022 Strategic Plan Budget Considerations 2022 Strategic Planning Committee Budget Highlights.pdf COMMUNICATIONS AND MISCELLANEOUS BUSINESS AS AUTHORIZED BY LAW ADJOURNMENT NOTICE 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-STATED 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. ALSO, 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. 1 2 CITY OF MUSKEGO LIBRARY BOARD STRATEGIC PLANNING COMMITTEE MINUTES 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 Vice President Konkel called the meeting to order at 5:07 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 July 14, 2020 Meeting Minutes Trustee Darkow made a motion to approve the July 14, 2020 Minutes. Trustee Humphreys seconded. Motion Passed 3 in favor. CHAIRPERSON’S REPORT UNFINISHED BUSINESS NEW BUSINESS Discussion: 2021 Action Plan Draft COMMUNICATIONS AND MISCELLANEOUS BUSINESS AS AUTHORIZED BY LAW ADJOURNMENT Trustee Darkow made a motion to adjourn. Trustee Humphreys seconded. Motion Passed 3 in favor. Meeting adjourned at 6:12 PM. 3 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. 4 June 8th Strategic Planning Committee Meeting Goals: 1. A mid-year brief update of the 2021 Action Plan status 2. Analysis of 2020-2023 Strategic Plan and staff project recommendations, with a specific focus on identifying goals for 2022 that would require budget dollars for the upcoming 2022 budget proposal. *The purpose of this meeting is not to create the 2022 Action Plan. That meeting will occur in November 2021. 2021 Action Plan Status (72 Items): 25/72 Complete, 21/72 In Progress, 21/72 Pending, 4/72 Defer 2022 Operating Budget Projects From Strategic Plan and Staff Funding for a “spotlight speaker” (Programming fund) Funding for library-oriented mailer (compare value to city newsletter) (Office Supplies fund) Additional staff hours for RFID tagging (Salary & Wages or Overtime Fund) Wi-Fi printing solution (Computer Charges fund) Hoopla (Electronic Materials fund) *Bridges funded Hoopla in 2021 Keycard access conversion for building (Computer Charges fund) Painting in Great Room (Building and Maintenance fund) Improve tech in conference room to allow streaming/recording of Board meetings (Computer Charges fund) Update public laptops (Library Equipment fund) 2022 Capital Budget Projects Considerations From Strategic Plan and Staff Circulation Desk Redesign Carpeting Replacement in Circulation Area and Atrium tiled area Public Furniture (continued updates to older wooden furniture) RFID conversion (includes self-check improvement) Other Priority Projects of Budgetary Significance Beyond 2022 Requiring Funding Roof, Building Signage, Bathroom renovations, Study room additions, Parking lot 5 S73W16663 Janesville Road, Muskego WI 53150, www.cityofmuskego.org GOALS AND ACTION ITEMS • 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. • Logistfcs planning of external maintenance door to connect access to rear interior HVAC controls to exterior units. (DEFER) • Replace carpetfng in library proper (IN PROGRESS) • Young Adult area redesign (IN PROGRESS) • Reference desk redesign (IN PROGRESS) • Implement general landscaping renewal (DEFER) • Investfgate gutter solutfon for west entrance (IN PROGRESS) Improve the quality and access to Muskego Public Library facilities to improve the patron experience. Consider aesthetic, comfort, and universal design. • Improve aesthetfcs, comfort, and access in library study rooms (PENDING) • Resolve 2019 Accessibility Scan non-capital actfon items (PENDING) • Investfgate initfal estfmates and design for library restroom renovatfons and water filling statfons. (DEFER) • Investfgate creatfon of more study rooms (PENDING) 2021 Action Plan Facility - Strategic Initiative The purpose of the Muskego Public Library Actfon Plan is to provide a list of actfons (projects, tasks, or ideas) designed to improve the library building and services. All actfons should call back to the strategic initfatfves and goals from the Library’s current Strategic Plan. Actfons submitted under each goal are projects that will have an endpoint and supplement the library staff’s routfne (daily) operatfonal dutfes to the community. 6 GOALS AND ACTION ITEMS • Place strong focus on programs and resources for children, especially related to early literacy. • Develop copyright guidelines for materials used in online story tfmes (IN PROGRESS) • Develop more parent educatfon elements to include in story tfmes (IN PROGRESS) • Pilot an afternoon story tfme (PENDING) • 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 contfnual young adult feedback (PENDING) • Offer programming with STEAM concepts for young adults (PENDING) • Offer grand reopening event for Teen Area (PENDING) • Develop programming in remodeled Teen Area (PENDING) • Develop innovative and appealing programming plus enhance existing services, for a wide range of adults. • Explore creatfng a lecture series (PENDING) • Investfgate partnership with Bridges System to create video tutorials (COMPLETE) • Investfgate grace period for fines and additfonal fine forgiveness days • Investfgate expansion of deposit collectfons for senior living facilitfes (COMPLETE) • Create programs targeted towards patrons in their 20s-30s (IN PROGRESS) • Offer Saturday afternoon movie events with food (PENDING) • Implement Winter Reading Challenge (COMPLETE) Services - Strategic Initiative • Introduce infrastructure changes leading to increased staff efficiencies and/or improved patron service levels. • Logistfcs planning for RFID (Radio Frequency ID) implementatfon (COMPLETE) (project tfmeline, staff needs, quotes) (IN PROGRESS) • Evaluate effectfveness of wayfinding signage to improve patron experience (IN PROGRESS) • Investfgate additfon of drive-up book drop and holds window (DEFER) 7 • Develop all staff by providing access to high-quality professional development and continuing education opportunities. • Introduce regular circulatfon staff meetfngs and training (COMPLETE) • Provide annual staff training sessions (COMPLETE) • Analyze how Muskego Public Library services reach our patrons. Reduce or remove barriers to Muskego Public Library services access. • Evaluate Interlibrary Loan (ILL) processes (IN PROGRESS) • Investfgate updatfng and expanding assistfve technology offered (IN PROGRESS) • Investfgate online chat reference through instant messaging platiorm (IN PROGRESS) • Explore creatfon of a Community Corner (drop off donatfon site) (IN PROGRESS) • Investfgate in partnership with the Bridges Library System video tutorials on Overdrive, Libby, online catalog, online card account for patrons (COMPLETE) • Review all Muskego Public Library fees (PENDING) • Review Muskego Public Library fine structure and loan periods (PENDING) • Investfgate grace period for fines and/or additfonal fine forgiveness days (IN PROGRESS) • Investfgate acceptfng credit/debit cards for payment at service desks (COMPLETE) Communication/Outreach - Strategic Initiative GOALS AND ACTION ITEMS • Increase awareness and communication regarding Library resources, services, programs, and opportunities. • Update Communicatfon and Marketfng Plan to support the 2020-2023 Strategic Plan (IN PROGRESS) • Increase awareness and visibility of Library email communicatfons (PENDING) • Implement textfng for library communicatfons where possible (IN PROGRESS) • Review all Muskego Library Board Policies and Bylaws & identffy gaps (IN PROGRESS) • Review, update, and train on Muskego Library emergency procedures (PENDING) • Improve patron feedback processes (IN PROGRESS) 8 GOALS AND ACTION ITEMS • Increase awareness and communication regarding Library resources, services, programs, and opportunities (continued) • Review records retentfon schedule (IN PROGRESS) • Evaluate additfonal ways to market adult movie screenings (PENDING) • Implement a welcome package for new Muskego Public Library card holders (PENDING) • Create library advertfsing corners within each public meetfng room (PENDING) • Evaluate quality of overdue notfces in all formats (print, email, recordings) • Redesign and development of 2020 local and state annual reports (COMPLETE) • Review strategic statements for improvement: mission, vision, values (PENDING) • Refine documentatfon of library public health crisis response for future (IN PROGRESS) • Collaborate and build partnerships with schools, non-profits, businesses, organizations, and community groups to expand service capacities and increase engagement with the Library. • Assess how to digitfze and send Muskego Public Library historical newspaper holdings to State Historical Society (IN PROGRESS) • Review 2035 City of Muskego Comprehensive Plan and evaluate Muskego Library intersectfon points. (PENDING) • Develop a nursing home intergeneratfonal outreach program (COMPLETE) • Increase Muskego Public Library advocacy and secure funding resources to maintain desired service levels. • Support Friends in developing fundraiser planning initfatfves (COMPLETE) • Work with the Friends to investfgate planning giving opportunity (PENDING) • Support Friends in developing a membership campaign (PENDING) Communication and Outreach - Strategic Initiative 9 GOALS AND ACTION ITEMS • Provide effective emergency and preparedness planning for public health response now and for the future. • Stay up to date with public health news and recommendatfons from multfple outlets at the local, county, state, and natfonal level (COMPLETE) • Maintain system for tracking relevant public health data to aid in strategic service planning and decision making (COMPLETE) • Coordinate with Bridges Library System on unified pandemic response regarding material delivery, due dates, notfces, and other software decisions. (COMPLETE) • Maintain work from home staff processes, training, and in-service day (COMPLETE) • Use special budget tools to track pandemic impact & planning (COMPLETE) • Follow Library Public Health Emergency Protocol defining service levels and response to public health emergencies (COMPLETE) • Develop public health staff, patron, and building safety measures (COMPLETE) • Develop staff training and educatfon on customer service and offering library services during public health emergencies (COMPLETE) • Plan & communicate w/ community regarding virtual reading program for all ages. • Manage virtual platiorm, design virtual challenges, develop prize structure (COMPLETE) • Design modified services that allow for access to library information and materials. • Offer curbside services for materials checkout and library card registratfon (COMPLETE) • Virtual programming for patrons via Facebook, Youtube, and Zoom (COMPLETE) • Virtual library card for instant & remote access to library e-materials (COMPLETE) • Offer and assist patrons with new virtual services (Hoopla, HelpNow) (COMPLETE) • Offer a virtual component to Library Board Meetfngs for Trustees & public (COMPLETE) 2021 Pandemic Addendum - Strategic Initiative 10 Routine Duties Addendum Facilities • Coordinate with maintenance and contractors on general building upkeep • Respond to issues with building facility (break/fix) • Monitor building cleanliness and work with professional cleaning company on tasks • Evaluate and resolve building safety issues (security, fire, accessibility, weather) • Coordinate with IT related to technology hardware and software issues, updates, and enhancements • Monitor library grounds to ensure property is well kept • Manage library cash registers and coin-op machines Services • Routfnely assess and remove outdated materials to keep the collectfon up to date • Analyze circulatfon trends to identffy borrowing habits and provide relevant col- lectfons • Utflize professional literature as purchasing aids to provide a well-rounded and current collectfon • Research the current and upcoming technology formats to provide the most up to date materials to reflect user needs • Regularly update the online catalog through record creatfon from new purchases • Process new materials to allow for shelf-ready status 11 Routine Duties Addendum • Manage and respond to questfons related to patron accounts • Check items in/out and evaluate conditfon of items • Repair and clean library materials to extend shelf life • Process library materials and requests from inside and outside system • Offer year-round programs for a variety of age groups • Create early literacy guidance for families • Provide reader’s advisory to all age groups • Offer technical support to users on the public computers • Provide research services to community members based on their informatfon needs Services (continued) Communication and Outreach • Update library website • Create monthly program calendars, flyers, and posters • Work with community groups to host partner events or book public meetfng rooms • Communicate regularly with schools and early learning centers regarding library services. • Collaborate with the Friends on events and marketfng • Monitor and respond to Library social media accounts • Manage communicatfons with patrons regarding their account status • Serve on city, county, state, and natfonal committees to contribute to library field 12